Administrative Support III - General Studies at Fox Valley Technical College (FVTC)

Job Category

Regular Support Staff

FVTC Worksite

Appleton Main Campus

Hours Per Week

40

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Job Description Summary

Employee demonstrates responsibility and initiative and perform 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 and primary contact for division staff, General
Education, Adult Education, Alternative Education, and ELL departments, and requires extensive knowledge of the college record system, its policies, procedures, and requirements, as well as state legal guidelines for Alternative Education and high schools throughout the FVTC district. Employee reports to the Dean of General Studies and assist in most facets of division operations which require the exercise of a high degree of independent judgment and outstanding customer service.

Job Description

Essential Functions and Responsibilities

The following duties are primarily performed and are essential for this position.  Employees are expected to be able to perform each of these job duties satisfactorily to be qualified for the position.  Other duties may be required and assigned.

DIRECT ASSISTANT – DEAN & ASSOCIATE DEANS IN THE DIVISION

• Serve as primary support to the Dean and the Associate Deans in the Division. Coordinate calendars, schedule meetings, travel arrangements, itineraries, conference registrations, etc. Maintain office, refer and/or handle questions in Dean’s or Associate Dean’s absence.  Review and prioritize correspondence and process internal/external documents and forms after approval and signature are obtained.
• Assist Dean, Associate Dean(s) and Department Chairs in annual Strategic Planning Process, including capital budgeting requests and Division goal setting.
• Maintain division files including personnel files, annual employee evaluation schedule and Individual Professional Development Plans. Schedules all classroom observations and evaluations of faculty. Schedule all evaluations for support staff. 
• Assist Dean with special projects such as developing specialized informational reports for review and prepare presentation materials regarding a variety of staff functions.
• Assist in coordinating meetings, prepare materials to be presented, take minutes, type, and distribute agendas, minutes/materials. Arranges for conference rooms, classrooms, facilities, audio/visual materials, supplies, and refreshments for meetings, workshops, and seminars.
• Prepare financial requests and process orders through a computerized requisition system. Prepare and provide monthly budget reports for the Dean and Associate Deans. 

PRIMARY CONTACT – GENERAL STUDIES DIVISION

• Work closely with B&I Services staff, trainers, department chairs, industry clients, and the Dean and/or Associate Dean(s) to coordinate division B&I training, including writing contracts and maintaining contract files for the division, putting up classes, developing schedules, registering students, providing rosters and materials for B&I faculty. 
• Prepares schedules, eAFTAs and rosters for adjunct faculty in General Studies departments. Completes entries for adjunct faculty instructional AFTAs in database software to reflect adjustments as directed by the Dean/Associate Dean. Handle inquiries from adjunct faculty regarding pay issues and seek to resolve all discrepancies with Financial Services. Keep an accurate database for adjunct faculty hours worked per week to follow FVTC’s adjunct faculty guidelines.
• Functions as liaison with Academic Operations Specialist and other Division personnel, and outside businesses and agencies for room scheduling.
• Assist in hosting international delegations including reservations, personnel invitations, organization of activities, and other supportive services as necessary.
• Assist in the development, updating, and maintenance of department/program web pages and division SharePoint site.
• Create Facility and IT work orders for Division staff.
• Communicate division staff absences and make necessary arrangements. Arrange substitute instructor or if class needs to be cancelled, call students on class roster to inform them of class cancellation
• Attend community events as needed to support General Studies Division programming.
• Schedule class observations and evaluations of faculty for three probationary periods and on a 3-year basis thereafter, and of support staff annually.
• Responsible for all department credit cards (P-Card) including ordering GED® Test vouchers, office supplies and other department supplies.
• Monitor proper use of funds and guidelines for targeted Department Grants in Financial Services.
• Monitor and issue payment for student fees invoiced through Student Finance and apply appropriate funding accounts.
• Responsible for decision-making and accounting for student barrier funding assistance.
• Assist faculty with utilization and troubleshooting of all necessary software, including issues with student records, rosters, and grading issues, room reservations, facilities requests, and work orders. Maintain a functional knowledge of PeopleSoft, Workday, 25Live, Akitabox, PEP-SEL, Intranet, SharePoint, and more.

PRIMARY CONTACT - ALTERNATIVE HIGH SCHOOL, HIGH SCHOOL CREDIT RECOVERY, & GED

• Serve as the primary contact and provide pertinent information pertaining to Alternative High School, High School Credit Recovery, and GED in compliance with state legal guidelines to high schools throughout the FVTC district.
• Coordinate with clients, create and monitor contracts and agreements for Alternative High School, High School Credit Recovery, Incarcerated Populations programming, B&I Services, and other outside agencies.
• Process in-coming Alternative High School, High School Credit Recovery, GED, and other outside agencies applications.
• Create student records, process student registrations, enroll students in classes, input grades, process student record changes, such as name changes, social security numbers, and addresses and enter Client Reporting information.
• Create and update student records in PEP/SEL software application used by the department. 
• Collect testing fees for AE and Alternative High School students and deposit them into the appropriate accounts/funds in Financial Services.
• Assist and troubleshoot Client Reporting System information as requested by the FVTC State Reporting team.
•  Coordinate class scheduling with Associate Dean, Alternative High School, and AE instructors.
• Prepare credit and noncredit class information; enter class section data into database system and verify accuracy for AE, Alternative High School, High School Credit Recovery, B&I Services, and other outside agencies.
• Enter class section numbers into PEP/SEL software for department attendance recording.
• Utilize and monitor PeopleSoft reports to identify Missing Grades, Class/course errors, unknown instructors, Zero Enrollments, etc.
• Set up and manage excel spreadsheets with all AE course copies and provide assistance to staff with Blackboard online courses.
• Troubleshoot and serve as the liaison between AE staff and Blackboard.
• Calculate and accurately enter customer bills in the finance database for Alternative High School, High School Credit Recovery, Incarcerated Populations, B&I Services, other FVTC departments, and outside agencies.
• Design instructional materials including handouts, PowerPoint presentations, fliers, and handbooks for AE/ELL and Alternative Education Departments and upload them to the department Team site.
• Serve as back-up to ensure appropriate Alternative Education classroom coverage in staff absences.

Non-Essential Functions and Responsibilities

• Serve as a backup for other division administrative support personnel.
• Support the General Studies Spirit Committee leadership team in coordinating communications, events, and fundraisers.
• Maintain an understanding of all other division associate degrees and certificate programs. Provide general pertinent program, certificate, and class information to all internal/external customers, and make appropriate referrals to FVTC resources so customer educational needs are met.
• Contribute ideas to and help develop new initiatives in General Studies and participate in larger team decision making and process improvements.

Minimum Qualifications

Education and/or Experience Requirements:

•  Associate degree in administrative assistant or related field, AND
•  Three years of recent, related work experience, AND
•  Training and experience with ERP system and computer systems, AND
•  Advanced skills in Microsoft Word, Excel, and PowerPoint.

Licenses, Certifications, and Other Requirements:

• Requires valid Driver’s License.
• Subject to FVTC’s Motor Vehicle Records Disclosure Check.

In evaluating candidates for this position, Fox Valley Technical College may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position. 

Work Environment

• Work must be completed in person.

Work environment may change based upon college needs.

Physical Requirements

• Sitting: This role requires extended periods of sitting while performing tasks and utilizing computer systems. 
• Mobility: While much of the work is desk-based, occasional mobility may be necessary for attending meetings, office tours, or events within the workplace. 
• Lifting and Carrying: The role requires occasional/continuous lifting and carrying of light to moderate items (up to 40lbs).
• Fine Motor Skills: This role may need precise hand movements or manual dexterity for activities such as writing on a whiteboard, demonstrating experiments, or using instructional technology like computers.
• Repetitive Motions: Capacity to perform repetitive motions, such as typing, without discomfort or injury.
• Communication: Clear verbal and written communication skills are essential for interacting with employees, candidates, and stakeholders, both in-person and through electronic means. 
• Driving: Valid driver’s license and ability to operate a vehicle. Willingness to take van driving training in case of need to transport students or staff.

EOE/ADA Statement

Fox Valley Technical College (FVTC) is an Equal Opportunity Employer (EOE).  In compliance with the Americans with Disabilities Act (ADA), FVTC will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time.  The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.  The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.

Additional Information

Pay Rate: $24.53 per hour.
Pay is based on a multitude of factors, including experience, qualifications, education, relevant certifications, internal equity, and market data. Note: Internal applicants' wage will be based upon the applicable compensation guidelines.

At Fox Valley Technical College, we recognize employees as key contributors to our mission and are committed to fostering a culture of fairness, transparency, and excellence. Our total rewards philosophy ensures equitable compensation and benefits, supporting a highly engaged workforce. 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.

Fox Valley Technical College is an Equal Opportunity/Affirmative Action institution, providing equal opportunity to all persons, including members of underrepresented racial and ethnic backgrounds, females, veterans and individuals of all abilities.
For questions regarding the College’s nondiscrimination policy, contact: Rayon Brown - [email protected] (Affirmative Action), [email protected] (sex-based discrimination or harassment), or Dan Squires - [email protected] (Disability related discrimination).

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