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 Adult Education/English Language Learning (AE/ELL) and serves as a backup for division staff and requires extensive knowledge of the college record system, its policies, procedures, and requirements. This position serves as the primary contact and provides pertinent information pertaining to alternative high school programs in compliance with state legal guidelines to high schools throughout the FVTC district. Employee reports to the Associate 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.
Work Schedule: Monday through Friday; 8:00AM to 4:30PM
Job Description
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

• Serve as primary support to the Associate Dean of AE/ELL by assisting with special projects, coordinating calendars, schedules, internal and external meeting/conference, and travel arrangements.
• Review and prioritize correspondence for Associate Dean and create/process internal/external documents which include confidential staff and student data.
• Maintain office by referring and/or handling questions, giving direction, and determining needed action in management team's absence.
• Serve as the primary contact and provide pertinent information pertaining to Alternative High School, High School Credit Recovery, and GEDO#2 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, GEDO#2, 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, addresses and enter Client Reporting information.
• Create and update student records in PEP/SEL software application used by 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 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.
• Assist faculty with PeopleSoft issues related to student records, rosters, and grading.
• Setup and manage excel spreadsheet with all AE course copies and provide assistance to staff with Blackboard online courses.
• Troubleshoot and serve as liaison between AE staff and Blackboard.
• Calculate and accurately enter customer bills in finance database for Alternative High School, High School Credit Recovery, Incarcerated Populations, B&I Services, other FVTC departments, and outside agencies.
• Run reports and monitor that payments have been received.
• Develop, update, and maintain the Division/Department SharePoint site for college-wide and Division use.
• Design instructional materials including handouts, PowerPoint presentation, fliers, and handbooks for AE/ELL and Alternative Education Departments and upload them to the department Team site.
• Prepare schedules for the AE/ELL department adjunct faculty. Calculate and adjust instructional pay for adjunct faculty and enter teaching hours into appropriate class section in PeopleSoft and generate Period Pay Activity.
• Handle inquiries from adjunct faculty regarding pay issues and seeks to resolve all discrepancies with Financial Services.
• Keeps accurate database for adjunct faculty hours worked per week to follow FVTC's adjunct faculty guidelines.
• Schedule class observations and evaluations of faculty for three probationary periods and on a 3-year basis thereafter, and of support staff on an annual basis.
• Prepare, track, and authorize payment to vendors for purchase requisitions using the requisition system for the AE/ELL and Alternative High School department and serve as backup for the General Studies division office.
• Responsible for department credit card (P-Card) for 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.
• Monitor division budgets and monthly activity.
• Prepare appropriate information for the Dean, Associate Deans and division department chairs.
• Serve as back up to ensure appropriate classroom coverage in staff absences.
• Arrange substitute instructor or if class needs to be cancelled, call students on class roster to inform them of class cancellation.
• Assist faculty with PeopleSoft issues related to student records, rosters, and grading.
• Coordinate internal and external events for Associate Dean, AE/ELL department, and external customers.
• Schedule room reservations in database and room scheduling software programs, and process internal work order requests for facilities, hospitality, and media.
• Create and prepare presentation materials.

SECONDARY JOB FUNCTIONS

• Provide back-up to other administrative staff as needed.
• Trouble shoots problems with division copy machines.
• Contribute ideas to, and help develop new initiatives 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 recent, related work experience, OR
• An equivalent combination of related education, training, and experience.
• Advanced skills in Microsoft Word, Excel, and PowerPoint.
• Subject to FVTC's Motor Vehicle Records Disclosure Check.

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' wage will be based upon 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-Adult-Basic-Education-Alternative-Education_JR2023-408
Fox Valley Technical College celebrates diversity, supports equity and inclusiveness, and encourages individual expression in our workplace.
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