Instructional Specialist

Position Details

Position Information

Position Title Instructional Specialist Classification Title Classified Position Number B41PD Grade Level 19 Starting Wage/Salary $27.85- $29.56/hr plus exceptional benefits. Wage placement is dependent on qualification and pay equity. Close Date 07/12/2026 Open Until Filled No Open Until Filled Notes Position Type/Employee Class Classified Faculty Status Not applicable FTE 1.0 Contract Months 12 Months Overtime Eligible Non-Exempt Location Bend Hybrid Remote Work Eligible? No Exceptional COCC Benefits Summary

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Primary Purpose

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.

Essential Duties and 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.
• In collaboration with the Scheduling Administrator, coordinate all phases of class scheduling, including schedule builds, CRN creation, and post-publication changes.
• Work with the Scheduling Administrator to 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, 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.

Department Specific Knowledge, Skills, and Abilities

Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.

• 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 to 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 of primarily a sedentary nature. Requires the ability to sit or stand at 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 15lbs. must be able to meet the physical demands of multiple environments. 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.

Minimum Requirements

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.

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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • What is your highest level of education?

• No High School Diploma or GED

• High School Diploma or GED

• Professional Certification or License (not a degree)

• Associates Degree

• Bachelor's Degree in Progress

• Bachelor's Degree

• Master's Degree in Progress

• Master's Degree

• Ph.D in Progress

• Ph.D

• Ed.D in Progress

• Ed.D

• J.D.

• M.D

• Other Doctorate Level Degree

• • Please describe how you meet the requirement of (3) three years of progressively responsible administrative support experience with knowledge of budget, office management, and data analysis.

(Open Ended Question)

• • We recognize the value of skills, knowledge, and experience gained outside of formal education and paid employment. Applicants who do not meet minimum education and/or experience requirements but possess other qualifications or experience they feel are equivalent are encouraged to apply. Check the applicable box(es) below and explain in the next question why your education/experience should be considered equivalent. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on the box or boxes you check, as we are committed to a fair and thorough evaluation process.

• I meet all minimum requirements (education and experience) listed for this position.

• I do not meet the minimum education degree requirement(s).

• My degree is not in the required stated area(s).

• I have less than the minimum years' experience in the area(s) required.

• • As a follow up to the previous question, explain how your education/experience should be considered equivalent to the minimum requirements. If you feel you meet all the stated minimum requirements, please put N/A. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on your response, as we are committed to a fair and thorough evaluation process.

(Open Ended Question)

• In support of COCC's commitment to diversity, equity, and inclusion, bilingual fluency in English and another language is considered a plus: Please list any languages other than English in which you are fluent (read and write).

(Open Ended Question)

• • Are you a U.S. military veteran? COCC provides qualifying veterans and disabled veterans with preference in employment. To receive veterans' preference in this recruitment process, you must upload either your DD214 and 215 (215 if applicable) or your certification that you expect to be honorably discharged from the military within 120 days. You will have the opportunity to upload the document(s) in the next step of this application process. If you have questions about what document(s) to provide, email MyHR@cocc.edu.

• Yes, I am a veteran.

• No, I am not a veteran.

• If you have identified yourself as a qualified veteran or disabled veteran by submitting your DD214 and DD215 (if applicable) form(s) as proof of veteran status, please describe any transferable skills earned during your military service that you feel relate to the requirements/preferences of this position.

(Open Ended Question)

• • COCC employees must work and reside in the state of Oregon. Are you currently residing in, or willing to relocate to, the state of Oregon by the start date of this position?

• Yes, I currently reside in or will reside in the state of Oregon by the start date of this position.

• No.

• • The College CANNOT provide support or sponsorship of any type for visa applications and related paperwork for employment purposes. To be considered, applicants must already be authorized to begin work in the United States, be able to arrive in the country, and maintain work eligibility without the College's sponsorship or support. Are you currently, or will you be, authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College's sponsorship or support by the position's start date?

• Yes, I am already or will be authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College's sponsorship or support by the position's start date.

• No.

• • Background checks are required for all employees of COCC. Should an offer of employment be made and accepted by you, you will receive an email from COCC / HireRight Screening requesting your consent and basic information to complete the check. The offer of employment will be conditional upon satisfactory completion of the criminal background check. Confirmed findings on a criminal background check will not automatically disqualify you from being hired into a position. Results are evaluated on a case-by-case basis, considering the job responsibilities and other risk factors. Additional information regarding COCC's criminal history check policy can be found online in the General Procedures Manual, Section HR-4-0. Please indicate here if you will provide consent to the criminal history check when requested by the College.

• Yes, I will provide my consent when requested.

• No, I will not provide my consent when requested.

Required Documents

Required Documents

• Resume/Vitae
• Cover Letter
• College Transcript 1 (unofficial)

Optional Documents

• US Military DD 214