Job Category
Regular Support Staff
FVTC Worksite
Appleton Main Campus
Hourly Rate
$22.29
Hours Per Week
40
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. Employee reports to the Dean of General Studies and assists in most facets of division operations which require the exercise of a high degree of independent judgment and outstanding customer service
Job Description
ESSENTIAL JOB FUNCTIONS

• 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
• 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 computerized requisition system. Prepare and provide monthly budget reports for the Dean and Associate Deans.
• 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 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.
• Serve as a contact for World Languages and Cultures. Collaborate with the Department Chair to evaluate and organize course levels and sections, create, and distribute program promotional materials, arrange language placement tests for students, track and manage enrollment numbers and respond to student inquiries regarding classes or certificates.
• 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 makes necessary arrangements.
• Attend community events as needed to support General Studies Division programming.

SECONDARY FUNCTIONS

• Serve as a backup for other division administrative support personnel.
• 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.
• Mitel phone system super user.
• Coordinate General Studies Sunshine Fund and Spirit Committee.
• Contribute ideas to and help develop new initiatives in General Studies and participate in larger team decision-making and process improvements.

QUALIFICATIONS, TRAINING, AND EXPERIENCE

• Associate Degree in Administrative Assistant or related field, AND
• Three years of related office experience, AND
• Training and experience with ERP system and computer systems OR
• An equivalent combination of related education, training, and experience

ESSENTIAL APTITUDES, SKILLS, KNOWLEDGE, AND PERSONAL CHARACTERISTICS

• 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 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.

Additional Information
Starting pay: $22.29 per hour.
Note: Internal applicants' wages will be based on the applicable compensation structure.
FVTC strongly and actively strives to increase diversity and provide equal opportunity within its community. FVTC does not discriminate against persons based on age, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, height, marital status, national origin, political persuasion, pregnancy, childbirth or related medical conditions, race, religion, sex, sexual orientation, transgender status, veteran status, weight or any other protected class.
To apply, please visit: https://fvtc.wd1.myworkdayjobs.com/en-US/FVTC/job/Appleton-WI/Support-Specialist-General-Studies-Division_JR2023-503
Fox Valley Technical College celebrates diversity, supports equity and inclusiveness, and encourages individual expression in our workplace.
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