Overview

Starting Wage/Salary: $27.85-$29.56/hr plus exceptional benefits. Wage placement is dependent on qualification and pay equity.

The Instructional Specialist provides advanced administrative, operational, and technical support to Instructional Deans and multiple academic departments. This role oversees scheduling systems, instructional processes, and departmental coordination while serving as a central resource for faculty workload, budgeting, reporting, and compliance.

Working independently with minimal supervision, the Instructional Specialist exercises judgment, initiative, and problem‑solving to support complex instructional operations, ensuring efficiency, accuracy, and alignment across departments and institutional systems. The position serves as a subject‐matter resource for instructional processes, systems, and procedures and works collaboratively with stakeholders across the institution to support operational effectiveness and compliance.

Responsibilities

System and Operational Oversight

• Work with the Scheduling Administrator to administer and maintain instructional scheduling systems (CLSS, Banner, 25Live), ensuring accurate course and section setup.
• Coordinate all phases of class scheduling, including schedule builds, CRN creation, and post‑publication changes.
• Manage classroom and space scheduling, resolving conflicts and optimizing utilization.

Instructional Coordination & Department Support

• Serve as the primary resource for instructional administrative assistants across departments.
• Train, mentor, and support administrative assistants on systems, procedures, and instructional operations.
• Develop, document, implement, and communicate standardized procedures to ensure consistency across departments.
• Coordinate operational support for departments, including during staffing gaps or peak periods.
• Provide cross‑departmental coordination for faculty load and compensation processes (FLAC), including process administration, data validation, and issue resolution.
• Administer and maintain faculty records, contracts (NOAs), evaluations, and compensation‑related documentation.

Ensure compliance with college policies, maintain confidentiality, and provide responsive customer service to diverse stakeholders.

Instructional Leadership Support

• Provide high‑level administrative support to Instructional Deans, including calendar management, communications, and project coordination.
• Coordinate meetings, travel, and materials; prepare reports and presentations for leadership and institutional use.
• Monitor and coordinate departmental budgets, financial transactions, and grant‑related activities, and associated reporting requirements.
• Generate recurring and ad‑hoc reports to support departments, leadership, and institutional requirements.
• Lead or support special projects, process improvements, research initiatives, and cross‑departmental efforts.

Systems, Data & Process Improvement

• Develop, administer, and improve systems, workflows, and tools that enhance efficiency, consistency, and data management.

Collect, analyze, interpret, and report data (e.g., enrollment, scheduling, operational metrics) to support operational planning and decision‑making.

Collaboration & Institutional Engagement

• Serve as liaison and coordinate instructional processes with internal and external partners (HR, Payroll, Fiscal Services, bookstore, vendors).
• Participate in and contribute to committees, hiring processes, and institutional initiatives.

Qualifications

• Ability to work independently, exercise sound judgment, and engage in problem solving and resolution while managing multiple priorities within expected timelines.
• Ability to collaborate as a positive team member to solve problems and achieve goals; establish working relationships with College staff.
• Ability to serve as subject‑matter resource for instructional systems, processes, and procedures and provide guidance to faculty, staff, and administrators.
• Ability to administer and utilize complex scheduling software, databases, reporting tools, and related systems supporting instructional operations.
• Ability to schedule large meetings (in‑person and virtual) working with numerous schedules using College software.
• Ability to coordinate complex processes across departments while balancing institutional requirements, compliance obligations, and operational needs.
• Communicate effectively with and help to de‑escalate persons who may be in an agitated state.
• Communicate effectively and positively with College faculty, staff, and administration, both orally and in writing, using the English language with or without the use of an interpreter.
• Work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
• Provide and maintain high level of customer service for students, staff, and departments.
• Familiarity with and ability to use computers, MS Office Suite software, and other computer applications with advanced proficiency.
• Possess a high level of accuracy in reviewing work, verifying data, and maintaining the integrity of institutional processed records.
• Ability to work with urgent and sensitive problems in a confidential manner.
• Ability to develop, document, implement, and maintain accurate and effective process and procedures.
• Demonstrate essential job functions outlined above.

Ergonomic Requirements

Working hours are generally Monday through Friday between 8:00 AM and 5:00 PM. Additional hours or schedule changes may be required based on work requirements. Incumbent must be able to function effectively indoors in an office environment engaged in work that is primarily sedentary. Requires the ability to sit or stand at a workstation for extended periods. While performing the duties of this job, the employee is regularly required to sit, use hands and fingers; reach with hands and arms. Requires near visual acuity to write, read written materials and computer screens, and sufficient hearing and speech ability for ordinary telephonic conversations. Occasional lifting up to 15 lbs. must be able to meet the physical demands of multiple environments. The individual is required to be able to perform the essential functions. All individuals are required to be able to perform the essential functions listed above with or without reasonable accommodation.

Education and Experience

Education: Bachelor’s degree in Communications, Business, Education, Communications, or related field from an accredited institution.

Experience: Three years of progressively responsible administrative support experience with knowledge of budget, office management, and data analysis.

Equivalency Statement

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.

Background Check

All employees are required to successfully complete and pass a background screen, which includes a criminal history check.

Preferred Qualifications

• Administrative support experience beyond the minimum qualifications.
• Experience in a Higher Education setting supporting Instruction and/or Administration.
• Knowledge of student information systems (SIS), such as Ellucian Banner software.

EEO Statement

The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff, and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.

This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N‑1, N‑2, or N‑3.

In support of COCC’s EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.

Required Documents

• Resume/Vitae
• Cover Letter
• College Transcript 1 (unofficial)
• US Military DD 214 (optional)

Human Resources

Human Resources
Newberry Hall
Bend, OR 97703
541‑383‑7216
MyHR@cocc.edu

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Source ⇲
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