Specialist II, Division IV Instructional Support

Instructional Program Specialist

The Instructional Program Specialist (ISS) provides operational, programmatic, and administrative support for academic programs in Div IV to ensure effective instructional delivery, regulatory compliance, and student success. This role supports the delivery of writing-intensive, transfer-oriented, and discipline-specific programs, ensuring coordination of curriculum processes, compliance requirements, scheduling, and communication across departments. The position serves as a key liaison between faculty, students, and administration, contributing to instructional effectiveness and student success while maintaining defined administrative boundaries.

Key Responsibilities:

• Support scheduling and program logistics in collaboration with deans, program leaders, faculty and department chairs
• Provide operational support to faculty (communication, materials, scheduling, onboarding support)
• Assist with coordination of meetings, agendas, and minutes for program activities
• Facilitate communication across faculty, departments, and administration
• Manage day-to-day administrative processes including purchasing, travel, and document preparation
• Maintain organized records and ensure timely processing of required documentation
• Assist with budget tracking, reconciliation, and reporting
• Monitor expenditures and provide updates to chairs and deans
• Support resource planning for courses, programs, and initiatives
• Track program requirements, deadlines, and regulatory expectations
• Ensure accuracy, completeness, and timeliness of division data
• Coordinate special projects and initiatives across the division
• Monitor progress, communicate timelines, and ensure follow-through
• Identify issues and recommend solutions to leadership
• Operates with independent judgment on routine operational matters
• Recommends solutions and process improvements
• Escalates policy, personnel, and academic decisions to chairs and deans

Minimum Expectations & Requirements

Education: Associates degree

• One year of progressively responsible administrative experience, OR equivalent combination of education and experience
• Experience with project coordination and administrative processes
• Familiarity with budget tracking and reporting

Knowledge/Skills/Abilities:

• Strong organizational, time management, and project coordination skills
• Effective written and verbal communication across multiple stakeholders
• Ability to manage multiple priorities in a fast-paced environment
• Strong attention to detail and problem-solving ability
• Proficiency in Microsoft 365 applications (Word, Excel, Outlook, PowerPoint)
• Demonstrated ability to effectively use and evaluate generative AI technologies and other emerging educational technology tools to support administrative and instructional processes while maintaining accuracy, privacy, and appropriate professional judgment
• Ability to work with confidential and sensitive information

Preferred Skills & Abilities

Education:

• Bachelor's degree

Experience:

• Experience in a higher education environment
• Experience supporting academic programs or instructional units

Knowledge/Skills/Abilities:

• Knowledge of curriculum processes, accreditation, or program compliance

Essential Functions

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and competencies listed represent the required knowledge, skill, and ability. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee must frequently use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, and reach with hands and arms. In addition, the employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually quiet.