Administrative Support III - Business Division

Job Category

Regular Support Staff

FVTC Worksite

Appleton Main Campus

Hours Per Week

40

Note to internal applicants: Do not apply via this portal. Login to your Workday Account and Find Internal Career Opportunities through the Internal Portal.

Job Description Summary

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.

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.*

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.

Minimum Qualifications

==========================

Education and/or Experience Requirements:

• ---------------------------------------------
• Associate Degree in related area.
• Two years of similar successful work experience.

Licenses, Certifications, and Other Requirements:

• -----------------------------------------------------
• 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.

### *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 is typically performed in person with some opportunities for remote work.

### *Work environment may change based upon college needs.*

Physical Requirements

=========================

• Sitting: Prolonged periods of sitting while performing tasks and utilizing computer system.
• 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: Occasional/continuous lifting and carrying of light to moderate items (10\-20lbs).
• Fine Motor Skills: Requires precise hand movements for typing and using office equipment.
• Repetitive Motions: Capacity to perform repetitive motions, such as typing, without discomfort or injury.
• Communication: Strong verbal and written communication skills are essential for interacting with staff and stakeholders, both in\-person and through electronic means.
• Travel: Some travel may be required (5% of time).
• Driving: Valid driver's license and ability to operate a vehicle.

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

Starting Range : $24\.53 \- $28\.86 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 \- rayon.brown6751@fvtc.edu (Affirmative Action), TitleIX@fvtc.edu (sex\-based discrimination or harassment), or Dan Squires \- daniel.squires3328@fvtc.edu (Disability related discrimination).