Academic Scheduling and Records Assistant

Job Vacancy Details

Under the direct supervision of the Senior Director of Academic Programs and Compliance, the Academic Scheduling and Records Assistant provides administrative and operational support for Academic Programs, Curriculum and Facilities Scheduling, and FTE Compliance functions. This position supports daily office operations; enters, maintains, and manages instructional and program records and documentation; assists with scheduling processes; verifies and audits instructional records for FTE compliance; facilitates departmental communications; and performs a variety of administrative duties that contribute to the effective delivery of academic services and compliance activities. The Academic Scheduling and Records Assistant collaborates closely with departmental staff to ensure the timely and accurate completion of operational, administrative, and special project initiatives while supporting the department's overall effectiveness and compliance objectives.

What You'll Do

• Facilitate the maintenance and verification of course schedules, curriculum records, academic program information, and related databases to ensure data accuracy, integrity, and compliance.
• Partner with the Academic Compliance Coordinator to ensure FTE compliance by managing and verifying class files, assisting with instructional reporting and audits, and submitting the Institutional Class Report by NCCCS deadlines.
• Support the Lead Curriculum/Facilities Scheduler by entering, maintaining, and validating curriculum scheduling datasuch as course sections, room assignments, and instructor workloadsin the student information system while processing section changes and compiling term reports.
• Collaborate with the Academic Program Coordinator by tracking and maintaining records and documentation related to academic programs, cooperative agreements, accreditation activities, and other institutional reporting requirements.
• Compile, prepare, and distribute reports, spreadsheets, correspondence, presentations, and other materials that support departmental operations, analysis, and decision-making.
• Facilitate communication among faculty, staff, and external stakeholders by responding to routine inquiries and coordinating requests with appropriate departments and personnel.
• Contribute to departmental projects, operational initiatives, events, and continuous improvement efforts that support Academic Programs, Curriculum and Facilities Scheduling, and FTE Compliance functions.
• Safeguard the confidentiality, security, and integrity of sensitive student, faculty, and institutional information in accordance with applicable policies, procedures, and regulatory requirements.
• Participate in departmental, divisional, and institutional meetings, committees, training programs, and professional development activities to support operational effectiveness and continuous improvement.
• Perform other related duties as assigned in support of departmental, divisional, and institutional priorities.

Our Values:

At Pitt Community College, our culture is built on excellence, collaboration, innovation, accountability and a student-centered focus. We expect our employees to embrace the following cultural statements:

• Every role contributes to student success.
• We treat one another with respect and work together as one team.
• We embrace creativity, adaptability, and new ideas to stay relevant.
• We act with integrity, accountability, and responsible stewardship.
• We put students first, designing programs and services that help them thrive in college, career and life.

What We Are Looking For

Minimum Qualifications

• Associate's degree in Accounting, Business Administration, Business Operations, or a related field.
• Minimum of five (5) years of progressively responsible experience supporting business operations, academic administration, records management, compliance functions, or related administrative operations within a North Carolina Community College System (NCCCS) institution.

OR any equivalent combination of training, education and experience may be considered.

Preferred Qualifications

• Experience supporting curriculum scheduling, academic records, FTE reporting, compliance auditing, or instructional operations within the North Carolina Community College System.
• Experience with Colleague or similar academic and student information systems.
• Knowledge of curriculum scheduling processes, instructional reporting requirements, and academic operational practices within a community college environment.

Additional Information

Work Environment:

Primarily office environment. The position requires frequent interaction with faculty, staff, vendors, and members of the public, often in a fast-paced environment requiring strong organizational, communication, and customer service skills. The role involves managing multiple priorities, deadlines, and interruptions while maintaining professionalism and confidentiality. Occasional travel between campus locations may be required to support departmental operations, meetings, or events. Limited evening or weekend work may be necessary based on departmental needs.

Physical Demands:

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this position:

• Ability to sit for extended periods while performing administrative and computer-based work
• Frequent use of hands and fingers for keyboarding, filing, operating office equipment, and handling documents is required
• Must be able to communicate effectively in person, by telephone, and through written correspondence Regular standing, walking, bending, reaching, and light lifting/carrying of office supplies, records, instructional materials, and equipment up to 20 pounds may be required
• Visual acuity is necessary for reviewing documents, data entry, and operating computer equipment

Required Annual Training:

NCCCS Curriculum Management and ICR Compliance, FERPA Compliance, Introduction to Cybersecurity, HIPPA Rules & Compliance, Bloodborne Pathogens at Work, and Title IX Compliance, and PCI Compliance.

Normal Working Hours:

Standard schedule, Monday Friday; Occasional evening and weekend hours may be required to support division events, registration activities, recruitment initiatives, meetings, or other departmental needs.

Pitt Community College provides a wide variety of benefits available to full time employees. These benefits include: health, dental, vision, life insurance, optional life and disability insurance plans, flexible spending account for health care/dependent care, NC State Retirement, and a deferred compensation program (401K, 457, 529).

Pitt Community College provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.