Instructional Support Specialist – Occupational Programs

Provides programmatic, administrative and clerical support for instructional programs under the general direction of the Dean of Occupational programs.  The primary duties of this position are to provide administrative support for health programs under the occupational division, as well as to support other instructional, occupational programs.  

PRIMARY DUTIES AND RESPONSIBILITIES*

Provides the primary administrative support for health programs within the occupational division including:  

• Coordinating the admission process by maintaining ranking documents and verifying grades and classes. 
• Support the development of clinical sites by preparing and updating clinical contracts as needed and maintaining the web based student requirement management system.
• Assists instructors with accreditation requirements by collecting and organizing data for reporting. 
• Assists instructors with the maintenance of program handbooks and associated forms for programs.
• Assists program instructors with tracking of internship/clinical hours. 
• Communicate with Academic Advisors regarding program admission requirements, enrollment information, various procedures, and student readiness. Meets with potential students to answer questions. 
• Maintains databases, and various electronic and hard files.
• Coordinates and attends program orientations.

Provide administrative support for occupational programs including: 

• Coordinates and maintains employer/business databases for programs.  
• Provides administrative support for occupational departments including coordination of training, book adoptions, meetings, site visits, etc. as assigned.
• Works with the business office on budget summaries and assists Instructors and Deans with orders and purchasing as needed.    
• Assists in coordination and implementation of marketing, events, camps, conferences and out-reach activities as assigned.
• Conducts research, composes original correspondence; prepares letters, memos, reports, forms, charts, or other documents from oral instructions or notes.
• Assists with grants, cost projections, and research as assigned. 

Other responsibilities: 

• Coordinates Advisory Board meetings and documents the minutes. 
• Works in collaboration with Health Science support staff.
• Directs student workers in the area and assign tasks as appropriate.
• Performs other related tasks as required.

SUPERVISION – Works under the general supervision of the Dean of Occupational Programs.

ATTENDANCE– Individuals in this position are generally expected to be available during the regular business hours of the college, throughout the calendar year, and may occasionally be asked to assist into evening hours, and flex their time accordingly. 

WORKING CONDITIONS – Conditions are those of a typical office environment, requiring frequent oral communication with students, faculty, staff, and state officials, and the ability to enter and retrieve data and written communications in electronic format in a timely manner.  May occasionally be required to travel to other Kirtland sites, which may involve travel under inclement weather conditions.

MINIMUM QUALIFICATIONS

• Associate degree or comparable level of post-secondary training and education.
• Three to five years of professional experience in administrative assistant, program management, or training coordination, or a combination of equivalent professional experience commensurate with the requirements of this position
• Proficiency in word processing and ability to learn and use a variety of computer programs
• A high level of proficiency in the collection, management, and use of electronic information
• Ability to work individually as well as part of a team
• Demonstrated interpersonal communication skills
• Ability to interact in a positive and professional manner with a wide variety of internal and external customers including visitors, students, staff.
• Ability to work effectively and professionally with students and professional staff in an academic environment.

JOB DIMENSIONS – Analysis, judgment, planning and organizing, influence, self-reliance, sensitivity, stress tolerance, confidentiality, technical professional self-development, teamwork, dependability, attention to detail, work standards, initiative, informal communication, written communication, knowledge of work, commitment to the college

01/2025