Instructional Program Assistant

Job Focus: Provides professional administrative support to the Instruction Department's Directors, the Associate Vice President of Instruction at the assigned campus, and the Vice President of Instructional Services. Reports directly to the AVP of Instructional Services on their assigned campus, who establishes work priorities and coordinates support across instructional programs. With minimal supervision, coordinates daily administrative operations, maintains accurate records, and assists with meetings, activities, purchasing, reporting, and special projects that support instruction.

UBTech Guiding Principles for Employee:

As a UBTech professional I will:

• Be an ambassador of UBTech.

• Build unity.

• Seek opportunity & embrace change.

• Act with professionalism.

Knowledge, Skills, and Abilities Required:

1. Ability to communicate professionally and effectively, both orally and in writing, with students, faculty, staff, leaders, and external partners.
2. Ability to provide excellent customer service and build positive working relationships with diverse stakeholders; including educators, employers, and community.
3. Ability to understand and respond to the dynamics of a complex, multi-faceted environment.
4. Possess organizational skills to effectively facilitate day-to-day operations, coordinate activities, and maintain accurate records with attention to detail.
5. Ability to prioritize multiple projects or requests, use discretion and independent judgment, and seek AVP direction when priorities conflict.
6. Ability to work independently and collaboratively, adapt to changing needs, and meet deadlines in a complex instructional environment.
7. Ability to prepare clear correspondence, presentations, spreadsheets, and reports; learn and use institutional systems.
8. Maintain confidentiality and follow institutional policies and established processes. 

Responsibilities and Tasks:

1. Provide administrative support to the Directors of Instruction and the AVPs of Instruction at the assigned campus, following the priorities established by the VP of Instruction.
2. Coordinate schedules, appointments, and meetings; prepare and distribute agendas and materials; record meeting minutes and track follow-up items.
3. Prepare, proofread, and distribute letters, memos, correspondence, documents, and presentations on behalf of instructional leadership.
4. Respond professionally to telephone calls and inquiries; provide information within the scope of the position and connect individuals with the appropriate instructional program or college resource.
5. Coordinate communication among instructional directors, faculty, staff, students, and external partners to support efficient program operations.
6. Collect, organize, and verify information from multiple sources; conduct assigned research and prepare reports for instructional leadership.
7. Maintain accurate records, reports, and organized electronic and physical filing systems; distribute information as authorized.
8. Protect confidential student, employee, and institutional information and follow college policies regarding access and release of information.
9. Bring sensitive or complex student or staff concerns to the appropriate Director of Instruction and the AVP of Instruction as needed.
10. Coordinate purchasing requests, process invoices, maintain purchasing records, and assist with tracking assigned budgets under the direction of instructional leadership and established fiscal procedures.
11. Assist with planning, coordinating, and facilitating instructional meetings, activities, events, and advisory committee meetings, including logistics, materials, and participant communication.
12. Coordinate or assist with special projects assigned by the VP of Instruction, including projects requested by Directors of Instruction and AVPs and prioritized by the VP.
13. Maintain working knowledge of institutional plans, instructional programs, policies, and procedures relevant to assigned duties.
14. Support positive relationships with education, business, industry, and community partners through professional communication and coordination of assigned program activities.
15. Attend institutional activities, functions, events, and meetings as appropriate; represent UBTech on assigned committees or at meetings.
16. Perform other duties as assigned.

Minimum Qualifications:

1. Associate degree

1. Proficiency in providing administrative support, including preparing and maintaining records, correspondence, and reports.

1. Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.

1. Must successfully pass criminal background check.

1. Must successfully pass pre-employment drug screening.

1. Valid driver’s license.

NOTE: Professional experience may be substituted for education on a year-for-year basis.

Work Location: Roosevelt Campus

Work Schedule: Monday-Thursday 7:30am-5:00pm, Friday 7:30am-2:30pm