Specialist, Academic Excellence

Thank you for your interest in a career at Northcentral Technical College (NTC).

NTC offers outstanding career opportunities on a modern campus with state-of-the-art technology that allows for a collaborative learning and work environment.Employees are offered an amazing Total Rewards package with competitive salaries, excellent benefits, and generous paid time off - including two paid closures for the winter holiday (Christmas - New Year) and summer (week of July 4th), for most full-time positions. NTC is "The College that Cares" and makes a difference in the lives of our employees and students. If you have the desire to help students while positively impacting the community, we'd love for you to join our team! See why our current employees did!

Starting Hourly Rate Based on Qualifications:

JOB SUMMARY, DESCRIPTION & QUALIFICATIONS:

Job Summary

Provide high-level administrative and operational support to the Senior Director of Academic Excellence and the Academic Excellence division. This position serves as specialist coordinating the divisions' scheduling, budget processing, curriculum project tracking, accreditation-related documentation, vendor management, and faculty development event logistics. This position also provides backup support to the Executive Assistant to the Provost & VP of Learning as needed and maintains confidentiality related to budget and personnel information.

Essential Functions and Responsibilities

The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully with or without reasonable accommodation.

Administrative Support

• Provide administrative support to the Senior Director of Academic Excellence and the Academic Excellence division.

• Maintain and prioritize appointment calendars, schedule meetings, and coordinate travel arrangements.

• Facilitate clear communication between leadership and team members, as well as internal and external stakeholders.

• Collaborate with IT to troubleshoot technical issues impacting Workday processes.

• Process incoming and outgoing mail.

• Order equipment and supplies; coordinate warranties and returns.

• Process travel reimbursements, mileage, conference registrations, and expense reports.

• Enter and maintain curriculum projects in Monday.com or other division tracking systems.

• Distribute curriculum project contracts, monitor completion, follow up as needed, and coordinate payment processing once work is completed.

• Support division meeting logistics, including agendas, documentation, and follow-up communications.

Data and Compliance Coordination

• Track and maintain Faculty Quality Assurance Systems (FQAS) in alignment with WTCS and NTC guidelines.

• Assist with accurate and timely submissions of additional pay and activity pay processes.

• Attend grant meetings on behalf of the Senior Director, Academic Excellence.

• Track program modifications and assist with required HLC notifications and annual submissions.

• Formally notify HLC of program suspensions and support new program screening/application submissions.

• Maintain accreditation calendars, reporting deadlines, key contacts, and membership renewals.

• Assist with institutional membership tracking (contacts, renewal dates, fees, and budget sources).

• Support documentation collection and coordination for accreditation evidence and site visits.

• Assist with data entry in WIDS and program proofing to ensure alignment between curriculum, catalog, and website.

• Support document remediation and accessibility-related file updates as assigned.

Budget Coordination

• Monitor and process budget transactions for the Academic Excellence division

• Track division and curriculum project budgets from initiation through payment.

• Assist with grant budgets for Professional Growth, Strengthening Equity, and OER initiatives.

• Process vendor payments, subscriptions (e.g., Envato), captioning services (e.g., Verbit), and other external services.

• Participate in operational budgeting processes using Adaptive Planning.

• Maintain confidentiality regarding personnel and salary-related information.

Event and Meeting Coordination

• Coordinate internal and external meetings, including scheduling, preparing agendas, arranging virtual links, and documenting minutes.

• Organize Faculty Development Days, Adjunct Prep Nights, and other biannual faculty events.

• Coordinate accreditation site visit logistics, including scheduling, room reservations, materials preparation, hospitality, travel arrangements, signage, and on-site support as assigned.

• Deliver clear verbal and written communication to internal and external stakeholders.

• Maintain strong organizational and time management skills to handle priorities effectively.

Minimum Qualifications Required

In limited circumstances, NTC may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

Education: Associate's Degree (or Equivalent)

Experience: 3 Years

Additional Experience Information:

Required:

• Strong organizational skills, attention to detail, financial tracking accuracy, and the ability to manage multiple concurrent priorities in a complex higher education environment.

Preferred:

• Experience in higher education or a complex organizational environment.

• Experience with financial processing, project tracking systems (e.g., Monday.com), and accreditation or compliance-related processes.

Knowledge, Skills and Abilities

In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities, including language skills, reasoning and mathematical abilities are essential.

Language Skills:

Ability to read, write and comprehend simple instructions, emails and memos; discuss information one-on-one and in small groups.

Math Skills:

Ability to add and subtract numbers using basic units of measurement.

Reasoning Ability:

Ability to critically think and solve problems involving a variety of concrete variables with limited standardization; interpret written, oral and diagrammed instructions.

Technical Skills:

Ability to manage and track document changes; create, modify and format templates and files; ability to use multiple computer screens and multitask in several computer applications.

Customer Service Skills:

Ability to actively listen, discern key information, and respond professionally; ask follow up or clarifying questions to diffuse escalated situations and offer appropriate problem resolution when necessary.

Other Requirements

N/A

Physical Requirements

Carrying/Lifting 10-25 lbs: Low

Carrying/Lifting 25-50 lbs: Low

Carrying/Lifting >50 lbs: N/A

Sitting: High

Standing/Walking/Climbing: Low

Squatting/Crouching/Kneeling/Bending: Low

Repetitive Hand/Foot Movement: High

Pushing/Pulling/Reaching Above Shoulder: Low

Work Environment

Indoor/Office Work Environment: High

Outdoor Weather Conditions: N/A

Irritated or Agitated Individuals: Low

Hostile or Violent Individuals: N/A

Hazardous Fumes/Odors/Toxic Chemicals: N/A

Confined Spaces (as identified by OSHA): N/A

Work-Related Travel: N/A

Smell Requirement: N/A

Specific Vision: High

Hearing: High

Taste: N/A