Administrative Support III - Regional Center Operations (Clintonville)

Job Category
Regular Support Staff
FVTC Worksite
Clintonville Regional Center
Hours Per Week
36

Job Description Summary
This position performs daily operational duties in the manager's absence in addition to administrative and supportive duties. This requires knowledge of all aspects of the college including admissions and application process, programs, school policies and billing practices and course coordination.

Scheduled Weekly Hours: 36

Work Schedule:

Monday - Thursday 7:30am - 4:00pm
Friday 8:00am - 12:00pm

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:

• Coordinate class scheduling with regional managers, deans, associate deans, department chairs and instructors including credit and noncredit class information: enter and monitor class section data into Workday, verify accuracy of information; order textbooks and materials for classes, prepare, proofread and distribute class section information.
  
• Assist with recruiting new instructors and coordinating instructor schedules. Generate and distributes Activity Pay Agreement through Workday for non-contract instructional hours and adjunct faculty. Serve as liaison with Payroll and Certification Officer and functions as resource person for Workday issues and questions.
  
• Responsible for knowledge of Employee Handbook items related to faculty teaching assignment. Generates and prepares instructor schedules and verifies accuracy of instructor workload hours.
  
• Coordinate and maintain the center room schedule for day/evening classes, contracts, and meetings. Utilize the room scheduling system for class and event scheduling. Prepare rental agreements for external locations and facility contracts for use of Center facilities by external constituents.
  
• Identifies and resolves scheduling issues relative to the effective use of academic space and compliance with special needs. Functions as the liaison with the Room Schedule Business Analyst, Event Planner, other division personnel, and outside businesses/agencies for events.
  
• Manage and verify all purchasing and spend authorizations. Create and process requisitions, prepare and submit paperwork as appropriate.
  
• Serve as lead team member to maintain office procedures to include office coverage/coordinate staff schedules, operational planning to meet emergency deadlines, assist with training for all new hires, prepare correspondence, reports, presentations and records to support the Advisory Committee. Compose, design and/or edit correspondence, reports, forms, agendas, presentations, minutes, and other materials. In the absence of the manager, maintain all center activities.
  
• Economic Development Contracting: discuss services and cost with potential customers. Prepares all necessary paperwork for contracts including contract, budget sheet, and cover letter as well forward to the customer. Reserves rooms, orders material, arranges for hospitality, puts up and activates class section and teaching agreements. Processes third party billings. Monitors and maintains economic development contract files. Coordinates setup of hospitality and room.
  
• Create and monitor reports to include courses, classes, budget, payroll, etc. for the purpose of streamlining center activities and monitoring errors.
  
• Ensure that the facility is fully functional by monitoring temperature, cleanliness, room set up, and computer equipment. Performs troubleshooting of office technology equipment and classroom computers, audio/visual and instructional support equipment. Submit work orders to address building and technology concerns.
  
• Schedule, coordinate, prepare, and distribute agenda materials for team and advisory committee meetings. Record, transcribe and post minutes and maintain files and ongoing communication. Update and maintain the Advisory Committee Address List Database with new and existing members. Serve as a center contact.
  
• Disarms the building at the start of the day and/or secures and arms the building at the end of the day. Ensure that the facility is always fully functional. Make the manager aware of any concerns or facilities needs or contact the appropriate person in the College for support.
  
• Maintain and execute all security and safety procedures for the facility. In the absence of the manager, serves as the security personnel at the outreach location including emergency evacuations, and maintains center activities.
  
• Perform related duties as requested by the regional manager.

Outreach/Engagement:

• Contribute ideas and assist with developing new initiatives, to expand the regional center offerings and community presence.
  
• Build and maintain relationships both in person and through the utilization of technology to include the college's customer relationship management (CRM) system. This includes follow-up with contacts via phone, email, text, etc.

Customer Service:

• Serve as the initial customer service contract for all student services.
  
• Assess student needs and provide direct assistance in helping student to apply to the College, enroll in class, collect and process documents, process payments, apply for funding, and help them understand the appropriate forms, processes and procedures for all areas.
  
• Understand and communicate program plans, checklists and admission requirements.

Academic Testing:

• Proctors and coordinates exams for FVTC, Pearson Vue, and other educational entities.
  
• Function as a critical link or liaison between customers and FVTC by making referrals to academic divisions, counselors, instructional staff, and other FVTC staff members when needed.

Non-Essential Functions and Responsibilities

• Perform and lead in cross-training of center operational functions to ensure customer service as well as cover the center when needed.
  
• Processes registrations; serves as school cashier, including cash transactions. Opens/closes cashier office, balances/reconciles daily collection. Creates bank deposit slip. Verifies all center deposit slips and makes bank deposits.
  
• Represents FVTC and the Regional Center at off-campus and community events upon request.
  
• Provides individual assistance to students including but not limited to analyzing and troubleshooting individual needs and assisting with on-line self-service accounts (view/change their personal information, apply for financial aid, complete needed requirements).
  
• Monitors and submit website change request form to update the Regional Center website.

Minimum Qualifications
Education and/or Experience Requirements:

• Associate degree in Administrative Assistant or related field, AND
  
• Three years of recent relevant office and customer service experience, OR
  
• An equivalent combination of education, training, and experience from which comparable knowledge and abilities can be acquired.

Licenses, Certifications, and Other Requirements:

• Intermediate skills in Microsoft Word, Excel and Outlook.

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 must be completed in person.

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 (up to 30 pounds).
  
• Climbing: Capability to climb stairs or ladders.
  
• 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.

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: $24.53 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 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/Clintonville-WI/Administrative-Support-III-Regional-Center-Operations-Clintonville-_JR2025-1263

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

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