Administrative Assistant II - Federal Programs (National Criminal Justice Training Center)

Job Category
Regular Support Staff
FVTC Worksite
Appleton Main Campus
Hours Per Week
40

Job Description Summary
This position performs a wide variety of administrative and technical duties in support of the National Criminal Justice Training Center and various specialized training events. This position serves as the initial subject matter point of contact and requires responsibility, initiative, and specialized knowledge in the application of college, division, and department procedures and policies.

Work Schedule: Monday through Friday; 8:00AM to 4:30 PM.

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.

• Primary point of contact for all inquiries via phone, email or web inquiries. Complete documentation of inquiries in customer relationship management database.
• Process registrations received for assigned training programs ensuring complete accuracy, compliance, and federal requirements are met on each application.
• Create, edit, and proofread course manuals, curriculum, program materials, handouts and PowerPoints. Review and create page formats, layout and design, edit and proofread materials, making appropriate changes for curriculum manuals and for online learning materials. Provide support as it relates to putting documented curriculum in an online format to ensure 508 compliance.
• Update and maintain program databases including training records, contacts information, report generation and ensure for accuracy.
• Assist in the preparation and data collection for monthly, quarterly, and semi-annual reports, grant progress reports and prepare other departmental reports as needed ensuring complete accuracy, compliance, and state and federal requirements are met.
• Prepare evaluation summaries from training events for dissemination to project staff, consultants, and program management. Create pre and post questionnaires and impact questionnaires for standard courses through survey tools.
• Process post training requirements for programs to include course registrations, drops, final participant class rosters, preparing and sending certificates electronically, and grading in Blackboard and PeopleSoft for both online and onsite trainings as needed.
• Assist with regional training scheduling, event planning, meetings, presentations and making lodging arrangements.
• Assist with the coordination of preparing and the production of all curriculum training materials. Ensure accuracy and completeness of all final training materials. Maintain electronic files of completed program manuals for auditing purposes.
• Maintain electronic files and upload final manuals, documents and publications in online platforms.
• Assist with maintaining Distance Learning programs through BlackBoard and PeopleSoft.
• Serves as onsite point of contact at events to ensure compliance with program documentation as needed.
• Coordinate the inventory and maintenance of training equipment (laptops/projectors, etc.), training materials, publications, and office supplies.
• Coordinate shipments and maintain account software for delivery of materials. Maintain records of incoming/outgoing shipments; receive and inspect all incoming items according to specifications.
• Maintain instructor scalability through lesson plans, outlines, and course modules.
• Order supplies and publications as needed for daily operations and onsite events.

Secondary Job Functions

• Maintain and assure that all safeguarded and sensitive materials are kept confidential.
• Actively participate in the quality assurance and regulatory correctness of all services delivered.
• Serve as relief person and supports other team members when needed.

Non-Essential Functions and Responsibilities

• 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. Knowledge of and ability to interact with officials from local/state government justice system operation is preferred.
• 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.
• Work effectively in a team environment.
• Ability to maintain confidentiality and professionalism.
• Accept responsibility for professional growth.
• Dependable, punctual, and commitment to following through on tasks.

Minimum Qualifications
Education and/or Experience Requirements:

• Associate Degree in Administrative Assistant or related field, AND
• Two years of recent, related work experience is required, OR
• An equivalent combination of education, training, and experience.
• Advanced skills in Microsoft Word, Excel, PowerPoint, Access, BlackBoard and Adobe Acrobat.

Licenses, Certifications, and Other Requirements:

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 will be completed in a hybrid environment, both in person and virtually. Current hybrid schedule includes Monday - Thursday in person and Friday virtual.
• Flexibility in work schedule and willingness to travel is required.

Work environment may change based upon college needs.

Physical Requirements

• 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 40 pounds (or more).
• 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, customers, and stakeholders, both in-person and through electronic means.
Travel: This position may require travel to off-site meetings and/or assisting with events.

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: $21.88 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 retirement contributions to the Wisconsin Retirement System and 403(b)/457 plan options. Employees enjoy paid vacation, 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, cafe, 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).

To apply, please visit: https://fvtc.wd1.myworkdayjobs.com/en-US/FVTC/job/Appleton-WI/Administrative-Assistant-II-Federal-Programs-National-Criminal-Justice-Training-Center-_JR2025-1217

Fox Valley Technical College celebrates diversity, supports equity and inclusiveness, and encourages individual expression in our workplace.

jeid-8b844a980540da498e0a40d79ac9ace8