Specialist - Academic Operations

Fox Valley Technical College • Appleton, WI

13h • $27 - $32 • Hybrid

About The Position

This position is responsible for independently performing a variety of complex technical functions to facilitate successful instructional operations. Requires extensive knowledge of the College and division operating procedures and information systems. This position serves as a functional and technical expert for divisions regarding the College academic programming and record systems, ensuring compliance with WTCS and college policies, procedures, and requirements.

Requirements

• Associate’s Degree in related field
• Three years of recent, related work experience
• Advanced skills in College Resource Management System technology
• Intermediate knowledge of Windows operating systems
• Intermediate skills in Microsoft Office Suite (Word, Excel, Outlook)
• Clear verbal and written communication skills are essential for interacting with employees, candidates, and stakeholders, both in-person and through electronic means.

Responsibilities

• Organizes, analyzes, interprets, and reports data to identify student need for courses, impact of class cancellation, comparison of year over year enrollment trends, and need for additional course sections and/or enrollment capacity.
• Presents data to department chairs and instructional leaders to improve efficiency of instructional delivery.
• Develops and revises courses in accordance with WTCS guidelines, utilizing Academic Programming system and College Enterprise Resource System.
• Ensures all components of courses are in alignment with college policies and WTCS guidelines.
• Ensures that any equipment requirements, course supplies, and additional course fees are properly set up, documented, and communicated to students.
• Devises creative scheduling solutions in college-designated software to allow maximum flexibility in instructional operations.
• Responsible for scheduling course sections of degree program offerings, continuing education offerings, community/personal enrichment offerings, and employer-specific and multi-recipient contracts, ensuring maximum visibility and a seamless enrollment experience for students, staff, and community members.
• Submits academic programming system proposals for new degree program creation and modification, initiating a college-wide approval process.
• Ensures all aspects of programs are in alignment with college policies, WTCS guidelines, and industry requirements.
• Responsible for testing and validating course/program data in College Enterprise Resource System and maintaining historical data while making necessary course/program updates as needed.
• Prepares instructor schedules and verifies accuracy of instructor workload hours.
• Generates and distributes Activity Pay for non-contract instructional hours and adjunct faculty.
• Functions as a resource for Human Resource system questions.
• Responsible for knowledge of Employee Handbook items related to faculty teaching assignment.
• Maintains adoptions of textbooks and materials for all courses in College Enterprise Resource System and Online Bookstore Management Tool.
• Creates and submits textbook requisitions to College Bookstore to ensure timely student access to course materials, including textbooks and digital resources.
• Monitors status of adoptions and coordinates with College Bookstore to troubleshoot any issues relating to textbook orders, inventory, etc.
• Communicates with faculty and textbook publishers to ensure updates and changes are accurately captured.
• Creates documentation for students and faculty/advisors, providing accurate program and course information to assist with course planning and provide full visibility to planned coursework through program completion.
• Analyzes course and class-related data in College Enterprise Resource System and Wisconsin Technical College System database.
• Researches course history, reviews current offerings, and determines future need for course to satisfy WTCS requirements.
• Updates courses based on changes in WTCS System Office requirements to ensure compliance.
• Anticipates issues and proactively researches and offers solutions relating to enrollment, scheduling, and other instructional operations.
• Quickly and effectively adapts to change, ensuring the division’s instructional operations continue to meet the ever-changing needs of the population served by the division.
• Schedules dual credit course sections offered in partnership with K12 schools throughout the district.
• Coordinates with Office of K12 Partnerships and dual credit instructional liaisons to ensure accuracy of course section details.
• Utilizes college room scheduling system to ensure logical and consistent course section and event scheduling.
• Reviews and approves internal and external requests for usage of division space and resources.
• Identifies and resolves scheduling issues relative to the effective use of academic space and compliance with special needs.
• Serves as a single point of contact for the division, acting as a liaison to the College Bookstore, Room Scheduling Business Analyst, Payroll, Certification Office, IT, and other areas of the college as needed.
• Provides excellent customer service to internal partners, communicating effectively and maintaining working relationships with college faculty, staff, and students.
• Performs projects and other related divisional duties as requested
• Provides back up support to division and other Analysts – Academic Operations

Benefits

• Our 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.
• Additional perks at the Appleton Main Campus include an 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: 1,001-5,000 employees