Administrative Support II Information Technology

Administrative Support II Information Technology

Fox Valley Technical College

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

Job Description Summary
This position assists in division operations requiring customer service, independent judgment, knowledge of college policies, operating procedures and practices. Position is responsible for administrative and technical functions for the Associate Dean, Dean, Department Chairs, and other division staff requiring responsibility, initiative, and decision-making skills.

Work Schedule: Monday-Friday 7:30am-4:00pm

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.

• Serve as the primary point of contact for students and guests seeking information from the Division.
• Coordinate, prepare, and distribute agenda materials for advisory committee meetings. Record and distribute meeting minutes. Maintain communication and files for both new and existing members.
• Provide primary administrative support to Department Chairs and Division faculty, including managing calendars, scheduling and coordination of meetings and materials, arranging travel and itineraries, and assisting with conference registrations.
• Assist with internal communication to instructors and staff within the Division.
• Maintain Division central records and master files, including the annual employee evaluation schedule and Individual Professional Development Plans.
• Support instructors with software licensing procurement, virtual machine (VM) assistance, and lab setup.
• Review and prioritize incoming correspondence. Process internal and external forms (e.g., CPL requests, reference forms) once approvals and signatures are obtained.
• Plan and coordinate conference rooms, facilities, audiovisual materials, and refreshments for workshops, seminars and other campus-wide events.
• Assist in developing, updating, and maintaining department/program web pages and the Division's SharePoint site.
• Plan and coordinate marketing strategies and materials for outreach to target audiences. Create and distribute brochures, flyers, ads, and mailing lists. Coordinate promotional efforts for specialized training and events in collaboration with internal departments.
• Prepare purchase requisitions, process reimbursement requests, and place orders using the computerized requisition system.
• Assist with ordering instructional supplies and submitting Division-related work orders.
• Enter and maintain student records related to Division programs, including Maxient and TSA reporting.
• Coordinate student outreach efforts, including retention calls, follow-up with Division leads, and distribution of graduation cards.

Non-Essential Functions and Responsibilities

• Serve as a backup for other division administrative support personnel.
• Maintain an understanding of all other division associate degrees and certificate programs. Provide general pertinent program, certificate, and class information to all internal/external customers, and make appropriate referrals to FVTC resources so customer educational needs are met.

Minimum Qualifications
Education and/or Experience Requirements:

• Associate Degree in Administrative Assistant or related field.
• Two to three years of related office experience.

Licenses, Certifications, and Other Requirements:

• Intermediate experience in Microsoft Word, Excel, PowerPoint, and Web-Page Development.
• Clear verbal and written communication skills are essential for interacting with employees, candidates, and stakeholders, both in-person and through electronic means.
• Excellent organizational skills and ability to work under pressure.
• Demonstrate ethical conduct in all aspects of the work environment.
• Exceptional customer service skills and the ability to maintain an positive working relationship with internal and external customers.
• Demonstrate a solution-focused approach.
• Flexibility in work schedule is required.

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 in completed in-person; however, some virtual flexibility may be an option based on access to technology and manager discretion.
• Work may require occasional evening responsibilities.
• May require driving. If so, must have a valid drivers license and acceptable Motor Vehicle Record (MVR).

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 (25lbs or less).

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.

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 - (Affirmative Action), (sex-based discrimination or harassment), or Dan Squires - (Disability related discrimination).

To apply, please visit:

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

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