Academic Scheduling and Records Assistant

Pitt Community College • Main Campus, NC

1d • Hybrid

About The Position

Under the direct supervision of the Senior Director of Academic Programs and Compliance, the Academic Scheduling and Records Assistant provides administrative and operational support for Academic Programs, Curriculum and Facilities Scheduling, and FTE Compliance functions. This position supports daily office operations; enters, maintains, and manages instructional and program records and documentation; assists with scheduling processes; verifies and audits instructional records for FTE compliance; facilitates departmental communications; and performs a variety of administrative duties that contribute to the effective delivery of academic services and compliance activities. The Academic Scheduling and Records Assistant collaborates closely with departmental staff to ensure the timely and accurate completion of operational, administrative, and special project initiatives while supporting the department's overall effectiveness and compliance objectives.

Requirements

• Associate’s degree in Accounting, Business Administration, Business Operations, or a related field.
• Minimum of five (5) years of progressively responsible experience supporting business operations, academic administration, records management, compliance functions, or related administrative operations within a North Carolina Community College System (NCCCS) institution.
• OR any equivalent combination of training, education and experience may be considered.

Nice To Haves

• Experience supporting curriculum scheduling, academic records, FTE reporting, compliance auditing, or instructional operations within the North Carolina Community College System.
• Experience with Colleague or similar academic and student information systems.
• Knowledge of curriculum scheduling processes, instructional reporting requirements, and academic operational practices within a community college environment.

Responsibilities

• Facilitate the maintenance and verification of course schedules, curriculum records, academic program information, and related databases to ensure data accuracy, integrity, and compliance.
• Partner with the Academic Compliance Coordinator to ensure FTE compliance by managing and verifying class files, assisting with instructional reporting and audits, and submitting the Institutional Class Report by NCCCS deadlines.
• Support the Lead Curriculum/Facilities Scheduler by entering, maintaining, and validating curriculum scheduling data—such as course sections, room assignments, and instructor workloads—in the student information system while processing section changes and compiling term reports.
• Collaborate with the Academic Program Coordinator by tracking and maintaining records and documentation related to academic programs, cooperative agreements, accreditation activities, and other institutional reporting requirements.
• Compile, prepare, and distribute reports, spreadsheets, correspondence, presentations, and other materials that support departmental operations, analysis, and decision-making.
• Facilitate communication among faculty, staff, and external stakeholders by responding to routine inquiries and coordinating requests with appropriate departments and personnel.
• Contribute to departmental projects, operational initiatives, events, and continuous improvement efforts that support Academic Programs, Curriculum and Facilities Scheduling, and FTE Compliance functions.
• Safeguard the confidentiality, security, and integrity of sensitive student, faculty, and institutional information in accordance with applicable policies, procedures, and regulatory requirements.
• Participate in departmental, divisional, and institutional meetings, committees, training programs, and professional development activities to support operational effectiveness and continuous improvement.
• Perform other related duties as assigned in support of departmental, divisional, and institutional priorities.

Benefits

• Every role contributes to student success.
• We treat one another with respect and work together as one team.
• We embrace creativity, adaptability, and new ideas to stay relevant.
• We act with integrity, accountability, and responsible stewardship.
• We put students first, designing programs and services that help them thrive in college, career and life.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree