Administrative Support III - Business Division

Administrative Support III - Business Division

Fox Valley Technical College

Regular Support Staff

Appleton Main Campus

40

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.

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.

• 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.

• 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.

• 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.

• Associate Degree in a 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 communication skills, as well as good listening skills.
• Ability to identify needed actions 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 committed to following through on tasks.
• Flexibility in work schedule is required, including some evening hours as needed.

• Work is typically performed in person with some opportunities for remote work.

• 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…