Administrative Support III - Business Division

Fox Valley Technical College • Appleton, WI

7d • $25 - $29 • Hybrid

About The Position

Employee demonstrates responsibility and initiative and performs a wide variety of technical duties that require specialized knowledge of the college and division’s operating procedures and information systems. This position serves as a primary information source for division staff and requires extensive knowledge of the college record system, its policies, procedures and requirements.

Requirements

• Associate Degree in related area.
• Two years of similar successful work experience.
• Training and experience with databases and computer systems
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Strong typing and data entry skills.
• Demonstrate ethical conduct in all aspects of the work environment.
• Exceptional customer service skills and the ability to maintain an excellent working relationship with internal and external customers.
• Excellent oral and written communications skills, as well as good listening skills.
• Ability to identify needed action and meet detail-oriented deadlines without continual direction.
• Excellent organizational skills and ability to work under pressure.
• Neatness in work and appearance.
• Demonstrate a positive attitude, maturity, initiative and integrity with a professional image contributing to the success of the college.
• Work effectively in a team environment.
• Ability to work with diverse student, staff, and community populations.
• Ability to maintain confidentiality and professionalism.
• Accept responsibility for professional growth.
• Dependable, punctual, and commitment to following through on tasks.
• Flexibility in work schedule is required, including some evening hours as needed.
• Valid driver's license and ability to operate a vehicle.

Responsibilities

• Administrative Support: Serves as primary support to the Dean/Associate Dean and assists with coordination of calendars, scheduling meetings, travel arrangements, itineraries, conference registrations, and Division events.
• Reviews and prioritizes correspondence and processes internal/external documents and forms after approval and signature are obtained.
• Coordinates onboarding of new Division instructors and staff.
• Assists with Division communication to instructors and staff.
• Assists in annual Strategic Planning Process, including capital budgeting requests and Division goal setting.
• Assists with ordering instructional supplies and Division supplies, as needed.
• Enters Facility and IT work orders for Division staff.
• Arranges for conference rooms, classrooms, facilities, audio/visual materials, supplies, and refreshments for meetings, workshops, and seminars.
• Data Entry and Reporting: Assists division leaders and Department Chairs with development and support of class trainings for business and industry. (Enters class information into database, develops supporting materials, creates and invoices contracts.)
• Enters class section data into database system and verifies accuracy of information.
• Responsible for accuracy and data integrity of Division trainings for industry.
• Maintains Division central records and master files, including annual employee evaluation schedule and Individual Professional Development Plans.
• Prepares purchase requisitions and processes orders using the computerized requisition system.
• Responsible for knowledge of Handbook items related to faculty teaching assignment.
• Team Support: Functions as additional support to the Division Administrative Assistant with support for advisory meetings, as needed.
• Serves as secondary point of contact for Administrative Assistant duties.
• Coordinates class scheduling with Business & Industry staff members, Trainers, Department Chairs, industry clients, and Division Leadership.
• Responsible for notifying instructors and clients of changes to business and industry training schedules, as needed.
• Verifies accuracy of instructor workload hours.

Benefits

• comprehensive benefits package includes medical, dental, and vision insurance, along with retirement contributions to the Wisconsin Retirement System and 403(b)/457 plan options
• Employees enjoy paid time off, sick leave, holidays, bereavement leave, and recess periods.
• We offer life and disability insurance, with options for additional coverage.
• Work-life balance is supported through flexible schedules or remote work options (for some positions) and wellbeing programs.
• Professional development opportunities include training, certifications, and tuition reimbursement.
• onsite health and wellbeing clinic, dental clinic, fitness center, Parent/Child Center (onsite child care), library, café, printing services, Trilogy Salon & Spa, and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 251-500 employees