Job Summary

This position provides comprehensive administrative support for Academic Affairs and Student Support Services by managing course scheduling, faculty records, adjunct faculty contracts, credentials, financial tracking, and college-wide academic processes. The role requires a high level of accuracy, confidentiality, and coordination with faculty, administrators, and system offices to ensure academic operations comply with KCTCS policies and SACSCOC requirements.

Job Duties:

Academic Scheduling & Course Management
• Input, update, and maintain semester course schedules in PeopleSoft for a six-campus service area.
• Prepare and distribute printed and electronic course schedules.
• Post workforce development courses in PeopleSoft and submit courses for System Office approval prior to registration; continue updates as courses are added throughout the semester.
• Post all bookstore e-resource charges, exam fees, and other applicable course charges in PeopleSoft each semester and during summer sessions.

Faculty Data, Contracts, and Workload Processing
• Maintain faculty data modules in PeopleSoft for all assigned faculty.
• Process adjunct faculty internals and teaching contracts each semester.
• Process full-time faculty and staff overload assignments each semester.
• Develop and maintain faculty budgets for adjunct faculty and faculty/staff overload expenditures by academic department and term.

Faculty Credentials, Licensure, and Compliance
• Maintain credential files for full-time, adjunct, and voluntary faculty.
• Maintain current licensure files for faculty holding job-related or teaching positions; update records as changes occur.
• Assist the Chief Academic Officer in ensuring faculty qualifications meet SACSCOC accreditation standards.

Voluntary Faculty & Clinical Preceptor Records
• Maintain and update voluntary faculty data files, primarily for the nursing program, including records for preceptors serving at clinical sites throughout the service area.

Financial & Purchasing Support
• Order academic supplies and materials.
• Reconcile monthly ProCard purchases and academic-related charges in accordance with college and system policies.

Other duties as assigned.

Minimum Qualifications:

Bachelor's degree or equivalent years of experience. 4 to 6 years of experience. 

Preferred Qualifications:

Bachelor's degree or equivalent years of experience. 4 to 6 years of experience.

Additional Skills Requested:

• Working knowledge of PeopleSoft and OnBase systems.
• Strong organizational and record-management skills.
• Ability to manage confidential information.
• High attention to detail and accuracy.
• Ability to coordinate multiple deadlines across academic cycles.
• Effective communication skills for faculty, staff, and administrators.

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.