Online Learning Specialist
Position: Full-time, 12-month, Non-Unit Support, provisional civil service position.
Salary: $45,000 - $55,000
Job Summary: The work involves responsibility for providing complex clerical, administrative, and operational support for educational programs and services. The incumbent performs a variety of duties related to office administration, communications, records management, purchasing, program coordination, student enrollment, online learning system administration, tutor coordination, data management, and stakeholder support. Work requires the exercise of independent judgment in coordinating program activities, maintaining records, responding to inquiries, troubleshooting operational issues, and supporting the implementation of educational services. The employee serves as a liaison among component school districts, students, families, instructional staff, tutors, and administrative personnel. Work is performed under the general supervision of an administrator with considerable leeway for carrying out assigned responsibilities.
Reports to: Distance Learning Coordinator
Essential Duties and Responsibilities: The following list is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required by the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time, with or without notice. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Administrative and Office Support
- Prepares, processes, and tracks purchase orders, service requests, quotes, and supply orders;
- Collects required billing documentation and processes invoices for shared teacher and room aide services;
- Answers telephones, responds to inquiries, routes calls, and provides general office support;
- Prepares correspondence, reports, spreadsheets, presentations, and other administrative documents;
- Maintains calendars, schedules appointments, and coordinates office activities;
- Assists administrators with daily operational and programmatic functions.
Meetings, Conferences, and Event Coordination
- Attends meetings, prepares agendas and supporting materials, records minutes, and distributes meeting notes and action items;
- Coordinates room reservations, meeting logistics, and facility scheduling;
- Submits and manages catering requests and event support services;
- Assists with conference planning, registration, participant communication, materials preparation, and event logistics.
Communications and Publications
- Creates, formats, and distributes newsletters and routine communications to school districts, families, staff, and stakeholders;
- Develops and maintains electronic forms, surveys, registration tools, and data collection systems;
- Designs and updates flyers, handouts, informational packets, brochures, and program materials;
- Responds to inquiries and communicates information regarding programs, services, and procedures.
Records and Information Management
- Maintains program directories, contact databases, and distribution lists;
- Updates and maintains website content to ensure timely and accurate public information;
- Organizes, archives, and retrieves electronic and paper records;
- Maintains shared files, databases, and document management systems;
- Compiles data and prepares reports to support program operations and administrative decision-making.
Program Coordination and Stakeholder Support
- Serves as a primary operational contact for participating school districts, families, tutors, teachers, and staff regarding educational services and program implementation;
- Coordinates daily program operations and resolves service-related issues;
- Monitors program activities and facilitates communication among stakeholders to ensure continuity of services;
- Provides support during program launches, implementation activities, and operational changes.
Tutor and Instructional Services Coordination
- Coordinates tutor recruitment support, interviews, onboarding activities, and orientation processes;
- Assigns tutors based on certification, subject area expertise, availability, and student needs;
- Adjusts tutor assignments and schedules to address changing program demands;
- Provides ongoing operational guidance and support to instructional staff and tutors;
- Collaborates with Teachers of Record and instructional personnel regarding student needs, expectations, curriculum alignment, and service delivery.
Student Enrollment and Online Learning Administration
- Reviews student registrations, determines program placement requirements, and coordinates student enrollment processes;
- Creates and maintains classes, student accounts, staff accounts, and course enrollments;
- Configures course settings and learning platforms to meet instructional and operational requirements;
- Manages online learning systems including Edmentum, Schoology, Buzz, Edgenuity, and similar educational platforms;
- Troubleshoots user access, permissions, enrollment issues, and system-related concerns;
- Coordinates enrollment, scheduling, and setup activities for summer school and other special programs.
Training and Technical Support
- Provides training and informational sessions for school personnel, students, families, and component districts;
- Develops instructional materials, guides, and support documentation;
- Assists users in navigating educational technology platforms and program procedures;
- Provides on-site support for implementation activities, staff training, and operational needs.
Data Management, Monitoring, and Compliance
- Develops and maintains databases, operational trackers, and reporting systems related to staffing, attendance, licensing, funding, and student services;
- Reviews participation, engagement, and progress data and communicates concerns to appropriate personnel;
- Assists in monitoring program effectiveness and operational performance;
- Interprets established procedures, regulations, and program requirements;
- Supports compliance activities and maintains records necessary to meet federal, State, and agency reporting requirements.
Financial and Operational Oversight
- Reviews tutor time sheets and supporting documentation for completeness and accuracy;
- Verifies services provided through attendance and operational records;
- Assists with monitoring expenditures, licensing usage, and staffing allocations;
- Compiles information used for budget planning, resource allocation, and program management;
- Maintains financial records related to purchasing, invoicing, and program operations.
For more information, please contact: humanresources@oncboces.org
Civil Service position candidates must be reachable on the existing eligibility list. If there is no mandated eligibility list, candidates will be considered for provisional appointment. Continued employment will be contingent on successfully passing the required examination and being reached on the eligibility list.
The selected applicant will be subject to a fingerprint support criminal history background check in accordance with SAVE Legislation effective July 1, 2001.
The Board of Cooperative Educational Services of the Sole Supervisory District of Otsego, Delaware, Schoharie and Greene Counties does not discriminate on the basis of race, creed, color, national origin, sex, sexual orientation, gender identity, religion, ethnicity, pregnancy, family status, age, marital status, genetic predisposition, military status, domestic violence victim status, disability and any other class protected by state or federal law in the educational programs or activities which it operates, including, but not limited to, access to facilities in accordance with the Boy Scouts of America Equal Access Act of 2001, 20 U.S.C. 7905, which requires equal access for the Boy Scouts of America and other designated youth groups to meet at public schools.