Support Specialist - Appleton, United States - Fox Valley Technical College

Fox Valley Technical College Appleton, United States

2 weeks ago

Description

Job Category
Regular Support Staff
FVTC Worksite
J.J. Keller - Transportation Center
Hourly Rate
$22.29
Hours Per Week
40

Note to internal applicants: Do not apply via this portal. Login to your Workday Account and Find Internal Career Opportunities through the Internal Portal.

Job Description Summary
This position performs a wide variety of administrative support and 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 division staff and requires extensive knowledge of the college record systems and the policies, procedures, and requirements.

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

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Serve as primary support to the Contracting and Truck Driving areas of the division.
Serve as back-up support to the leadership of the division and assist with coordination of calendars, scheduling meetings, travel arrangements, itineraries, conference registrations, and events.
Review and prioritize correspondence and processes internal/external documents and forms after approval and signature are obtained.
Prepares business and industry technical assistance contracts and related correspondence.
Maintains files on seminars, orders hospitality, register participants, and processes invoicing information to contracting department.
Provides administrative support to the Truck Driving program, working closely with the director, instructors, students, and admissions.
Reports student information to the Federal Motor Carrier Safety Administration (FMCSA).
Activates, updates, and cancels all non-credit and contracting class sections in area of employee's responsibility.
Prepares evening course guide class offerings, responds to course inquiries, processes registration materials and fees and monitors class sections and cancellations.
Generates Adjunct Faculty Teaching Assignments (AFTA) for non-credit contract training instructional hours and functions as the resource person for Workday.
Assists with schedules, maintains and updates the operating schedule for the Wisconsin Decision Driving Center, provides follow up correspondence, contracts, registrations and generates invoices.
Schedules, records and processes fees for Department of Transportation third party testing required of all new commercial drivers, which includes confidential records of testers.
Serves as the office cashier: collects course fees via cash and check.
Maintains petty cash, prepares a daily registration remittance and makes bank deposits.
Responsible for credit cards used to purchase fuel and P Card for office supplies.
Creates purchase requisitions and assists with budgets for programs.
Maintain Division central records and master files.
Prepare purchase requisitions and process orders using the computerized requisition system.
Assist with ordering instructional supplies and Division supplies.
Enter Facility and IT work orders for Division staff.
Arrange for conference rooms, classrooms, facilities, audio/visual materials, supplies, and refreshments for meetings, workshops, and seminars.
Support in the development, updates, and maintenance of division/department SharePoint site.
Assist the Division Leaders and Department Chairs in annual Strategic Planning Process, including capital budgeting requests and Division goal setting.
Assist in developing, updating, and maintaining department/program web pages.
Develop and distribute correspondence, brochures, certificates, test banks, and database files.
Coordinate, prepare, and distribute agenda materials for division and department meetings.
Functions as liaison with Academic Operations Specialist, other Division personnel, and outside businesses and agencies for room scheduling.
Responsible for notifying instructors and students of class cancellations, room changes, start date changes, new section availability, etc.
Coordinate, prepare and distribute program data for evaluation, and prepare division reports.
Create and process purchase requisitions for department staff and distribute supplies. Keep up-to-date records for Division spending.

SECONDARY JOB FUNCTIONS

Perform other related divisional duties as requested by the Dean.
Operates and maintains a variety of office equipment including fax machine, copiers, computer and printer.
Processes and delivers hospitality requests for all areas.
Serves in backup capacity to other administrative support positions in the division.

QUALIFICATIONS, TRAINING, AND EXPERIENCE

Associate Degree in Administrative Assistant or related field, AND
Three to five years of recent, related experience, OR
An equivalent combination of related education, training and experience.
Knowledge of district policies and procedures is preferred.
Advanced skills in Microsoft Suite.
Experience with PeopleSoft and Workday is preferred.

Additional Information

Hourly pay rate: $22.29 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 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.

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