Administrative Support II - Career Services

Fox Valley Technical College•Appleton, WI

10d•$22 - $26•Hybrid

About The Position

The Administrative Assistant II – Career Services provides administrative, operational, and customer service support for Career Services and the Advising, Counseling & Career Services (ACC) office. The role serves as a primary front-line resource for students, employers, faculty, staff, and community members, helping maintain efficient daily operations and support Career Services programs and initiatives. Under the guidance of the Department Manager and/or designated departmental leads, the position coordinates scheduling, communications, technology support, employer engagement, event logistics, purchasing, marketing and social media activities, accessibility initiatives, and other administrative functions. It also provides front-line support within the shared ACC office and works with administrative staff and department employees to maintain service continuity and appropriately escalate complex or higher-risk situations. Work is performed primarily in the Career Services and ACC office, with responsibilities at events, regional campuses, and other college locations. Regular in-person presence is required. The schedule includes evening coverage until 6:00 p.m. one to two days per week and occasional additional evening hours. After training, the position may be eligible for up to one virtual workday per week, subject to departmental needs and manager approval. Occasional travel may be required.

Requirements

Associate degree in Administrative Professional, Business Management, Office Administration, Marketing, Communications, or a related field.
2–3 years of recent, related experience in administrative support, customer service, office coordination, student services, business operations, or a related area.
Ability to provide clear verbal and written communication in person, by phone, and through digital platforms.
Ability to meet the stated physical requirements, including extended sitting; standing and walking for meetings and events; moving between offices, classrooms, and event spaces; occasional lifting or carrying up to 25 pounds; regular typing and data entry; and climbing stairs or ladders.
Valid driver's license and ability to operate a vehicle; limited local travel is required.
Flexibility to work regularly scheduled evening coverage until 6:00 p.m. one to two days per week and occasional additional evening hours.

Nice To Haves

Experience working in an educational institution or another student-facing or customer-facing environment.
Experience coordinating events, scheduling, purchasing processes, social media, marketing communications, or administrative operations.
Experience using Handshake, customer relationship management systems, scheduling platforms, event management systems, student information systems, or similar technology platforms.
Intermediate proficiency in Microsoft Office applications and ability to learn and effectively use multiple college technology platforms.
A combination of education, training, and experience that provides the knowledge, skills, and abilities needed to perform the duties may be considered.

Responsibilities

Serve as a front-line resource for students, employers, faculty, staff, and community members, responding to routine inquiries, providing information about Career Services and ACC resources, scheduling services, and directing people to college resources.
Provide front-line administrative support for the ACC office, including greeting visitors, answering phones, scheduling appointments, maintaining calendars, processing routine requests, and following office procedures.
Participate in ACC front-office coverage schedules and collaborate with administrative staff and department employees to maintain student service and office operations.
Resolve routine service needs within established procedures; recognize and escalate complex, sensitive, crisis, behavioral, or safety-related situations according to college protocols.
Maintain required training and professional development related to student support, crisis awareness, de-escalation, emergency procedures, referrals, customer service, and campus resources.
Identify opportunities for improvement and communicate recommendations to administrative staff or departmental leadership.
Coordinate scheduling for appointments, presentations, workshops, meetings, employer recruiting activities, career fairs, and special events.
Provide administrative support for Handshake and related technology platforms, including employer approvals, job postings, event registrations, account updates, data maintenance, basic troubleshooting, and customer support.
Assist with technology initiatives, including system testing, troubleshooting, documentation, data maintenance, user support, and communications about system updates and enhancements.
Coordinate logistics for career fairs, employer networking events, recruiting activities, workshops, presentations, and workforce development initiatives, including facilities, registration, vendors, catering, materials, event setup, and follow-up.
Coordinate marketing and communications, including social media, promotional materials, videos, digital communications, website updates, email communications, and outreach; collaborate with Marketing and Communications and follow college standards.
Review Career Services documents, presentations, forms, marketing materials, videos, and digital content for accessibility; represent Career Services in accessibility committees, training, and improvement efforts.
Coordinate purchasing, vendor payments, invoices, PCard documentation, expense tracking, and financial records under the guidance of the Department Manager or Department Lead.
Collect, organize, and maintain data on employer engagement, student participation, career fairs, attendance, surveys, service utilization, and departmental outcomes.
Prepare and maintain reports, presentations, spreadsheets, surveys, calendars, correspondence, and other documentation supporting Career Services planning and operations.
Coordinate administrative processes for Career Services interns, student employees, and temporary staff, including onboarding documentation, scheduling, timekeeping, communications, and records.
Maintain procedures, training materials, operational documentation, records, forms, shared resources, and administrative workflows.
Provide routine front-office coverage and occasional backup administrative support within ACC; refer higher-level administrative responsibilities and complex student situations according to procedures.
Support Career Services activities at regional campuses and other college locations through communications, resources, scheduling, event logistics, and administrative processes.
Participate in departmental meetings, committees, training, accessibility initiatives, and continuous improvement efforts.
Perform other related duties as assigned.
Assist with developing, administering, and coordinating student, employer, alumni, and stakeholder surveys.
Proofread departmental communications, event materials, marketing content, and other materials distributed to internal and external customers.