Part Time Administrative Support II - Outreach (Clintonville Regional Center)

Job Category
Regular Support Staff
FVTC Worksite
Clintonville Regional Center
Hours Per Week
25.5

Job Description Summary
This position is responsible for providing outstanding service to students, instructors, and general public in the community by providing customer information and knowledge of all aspects of the college, admissions process, programs, school policies, billing practices, and facilitating the daily operation of the Regional Center. Normally work will be performed at the Regional Center, but staff may be assigned to work remotely under certain circumstances with prior authorization of the manager.

25.5 hours per week.

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.

Customer Service:

• Serves as the initial customer service contact for all student services. Assess student needs and provide direct assistance in helping students apply to the College, enroll in class, collect documents, process payments, and apply for funding. Understand and communicate program plans, checklists, and admissions requirements.
  
• Provide information on all FVTC programs to prospective students which requires understanding the programs, courses, and student services at the College. Assess student needs and provide referrals to college and community resources to support the educational goals of the student.
  
• Address Student Financial Services questions (student payments, payment plan enrollment, general financial aid questions). Serves as primary contact for third billing for classes and government agencies.

Registration/Enrollment:

• Process enrollments for student records for all in-person, mail-in, email and contract classes; maintain daily log files and records regarding individual student academic record, process unofficial transcript requests, process receipts and mail to students.

Outreach/Engagement:

• Utilize the CRM system to enter leads appropriately and ensure targeted communication is distributed per established rules to prospective students. This includes collaborating with the CRM Enrollment/Retention Specialist to provide feedback to influence strategies to successfully meet the needs and demands of customers.
  
• Provide one-on-one and/or group intake sessions for incoming students to discuss FVTC program requirements, scheduling classes, paying for college, and developing a plan for transition from their current situation to being an enrolled student. This may include collaboration with faculty and other departments across the College. Assist with Open House, New Student Orientation, tours, and other Student Services/Student Life activities.

Administrative Support:

• Serve as College cashier - open/close cashier office, balance/reconcile daily collection, create bank deposit slip, verify all center deposit slips, and personally transport all deposits to the bank.
  
• Serve as the center instructional contact by assisting instructor, student, and community entities. This may involve room set up, supplies, assist with virtual and online class connectivity, blackboard, zoom or other modes of virtual communications.
  
• Compose, design and/or edit correspondence, reports, forms, agendas, presentations, minutes, and create and distribute flyers for class offerings.
  
• Responsible for determining the nature of emergency messages and following proper procedure to contact student. In the absence of the manager, serves as the security personnel at the outreach location including emergency evacuations. Disarms the building at the start of the day and/or secures and closes the building.

Academic Testing:

• Administer and monitor standardized testing sessions and collect, score, record, and report results.
  
• Proctor tests for outside organizations, and internal departmental exams.
  
• Maintain security of testing materials and environment. Interpret college entrance assessments.
  
• Inform students and staff about policies, procedures, and operations of the testing center.
  
• Administer a variety of academic and skills testing.

Marketing:

• Create and develop advertisements for social media (Facebook), radio, and local newspapers following FVTC marketing protocol.

Non-Essential Functions and Responsibilities

• Cross-train in all regional center functions.
  
• Contribute ideas to, and help develop new initiatives including new courses, etc. in an effort to expand the regional center offering and presence in the community.
  
• Gather, coordinate, maintain, and monitor the college's processes to provide and create reports for internal and external use in reporting to the State and Federal government and auditors as needed.
  
• Willingness to travel to off-site locations for class registration and informational programs.
  
• Provide assistance in contracting to include hospitality, room set up, instructor support, etc.
  
• Proctor and schedule exams for other educational entities.
  
• Other duties as assigned.

Minimum Qualifications
Education and/or Experience Requirements:

• Associate degree in Administrative Assistant or related field, AND
  
• Two 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.
  
• Intermediate skills in Microsoft Word, Excel and Outlook. Proficiency in Workday is preferred.

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 primary in person with a potential of hybrid or virtual work options. Options will reflect the Regional Center coverage needs.

Work environment may change based upon college needs.

Physical Requirements

• Sitting: This role requires extended periods of sitting while performing tasks and utilizing computer systems.
  
• 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 30 pounds).
  
• Climbing: Capability to climb stairs or ladders, if applicable to the job.
  
• Fine Motor Skills: This role may need precise hand movements or manual dexterity for activities such as writing on a whiteboard, demonstrating experiments, or using instructional technology like computers.
  
• 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, candidates, and stakeholders, both in-person and through electronic means.
  
• Driving: Valid driver's license and ability to operate a vehicle, if driving is a requirement of the position.

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 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.

Will accept applications on an ongoing basis.

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/Part-Time-Administrative-Support-II-Outreach-Clintonville-Regional-Center-_JR2024-1160

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

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