Specialist, Academic Excellence

Northcentral Technical College • Wausau, WI

3d • $22 • Onsite

About The Position

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.

Requirements

• Associate's Degree (or Equivalent)
• 3 Years Experience
• Strong organizational skills, attention to detail, financial tracking accuracy, and the ability to manage multiple concurrent priorities in a complex higher education environment.
• Ability to read, write and comprehend simple instructions, emails and memos; discuss information one-on-one and in small groups.
• Ability to add and subtract numbers using basic units of measurement.
• Ability to critically think and solve problems involving a variety of concrete variables with limited standardization; interpret written, oral and diagrammed instructions.
• 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.
• 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.

Nice To Haves

• 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.

Responsibilities

• 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.
• 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.
• 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.
• 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.

Benefits

• 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.

What This Job Offers

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