Administrative Support II - Emergency Medical Services
Fox Valley Technical College
Job Category
Regular Support Staff
FVTC Worksite
Public Safety Training Center (PSTC)
Hours Per Week
40
Job Description Summary
This position performs administrative support duties for the Emergency Medical Services Department. Duties require knowledge of College operating procedures, information systems, and frequent communication with the Emergency Medical Services Section of the Wisconsin Department of Health Services, Program accreditation, department instructors, Adjuncts, Aides and customers.
Work Schedule: Monday through Friday; 8:00AM - 4:30PM
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.
Visitor and Communication Management
Greet visitors and answer phone calls.
Provide information regarding classes and schedule appointments.
Maintain accurate, up-to-date records in the Department of Health Services EMS Section licensure database (E-Licensing).
Obtain course approval numbers and track course and student records.
Assist with the training permit process for the Training Center.
Course Completion and Reporting
Generate course completion certificates for EMS classes.
Monitor reports for missing grades, course errors, unknown instructors, and zero enrollments.
Training Schedule Coordination
Receive training requests and schedule courses.
Create class sections and maintain the department's training schedule.
Aladtec (EMS Manager) Administration
Manage Aladtec for classes.
Coordinate and maintain instructor credential records.
Purchasing and Billing Facilitation
Prepare purchase requisitions for EMS.
Facilitate billing authorizations with service organizations and third-party billing providers.
Document Creation
Create letters, forms, meeting minutes, tests, brochures, and instructor evaluations.
Filing System Maintenance
Maintain the EMS course filing system according to WTCS, DHS, and program accreditation standards.
Policy and Compliance Adherence
Follow EMS department policies and procedures to ensure compliance with accreditation standards (CoAEMSP).
Advisory Committee Coordination
Coordinate with Advisory Committee members to schedule meetings.
Record and distribute meeting minutes and agendas.
Exam and Specialty Class Support
Assist in organizing and setting up National Registry Licensure exams and specialty classes, including GEMS, PEPP, EVOC, BTLS, and ITLS.
Supply Inventory Management
Purchase and manage inventory of program-related supplies.
Uniform Distribution
Oversee and maintain the uniform distribution process for Fire and EMS students.
Student Placement Assistance
Assist Admissions and Advising with student placement.
Serve as a resource for students regarding EMS program and state requirements.
Program Support
Provide support to EMS program faculty, adjunct instructors, and EMS staff as needed.
Assist instructors with the Viewpoint process by helping students obtain training permits.
Support customers in scheduling classes.
Manage the NREMT paperwork process in the Wisconsin E-Licensing System.
Non-Essential Functions and Responsibilities
Provide backup support to the American Heart Association Training Center Coordinator as needed.
Perform other duties as assigned.
Minimum Qualifications
Education and/or Experience Requirements:
Associate Degree in Administrative Assistant or related area, AND,
Two years recent, related work experience, OR,
An equivalent combination of related education, training, and experience.
Previous background/experience working with American Heart Association/DHS programs is preferred.
Licenses, Certifications, and Other Requirements:
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.
Excellent oral and written communications skills, as well as good listening skills.
Ability to identify needed action without continual direction.
Excellent organizational skills and ability to work under pressure.
Neatness in work and appearance.
Demonstrate a positive attitude, maturity, initiative and integrity with a professional image contributing to the success of the college.
Work effectively in a team environment.
Ability to work with diverse student, staff, and community populations.
Ability to maintain confidentiality and professionalism.
Accept responsibility for professional growth.
Dependable, punctual, and commitment to following through on tasks.
Flexibility in work schedule is required
Intermediate skills in Microsoft Word, Excel, PowerPoint, Access, Adobe Acrobat Pro. and Web-page Development.
Valid Wisconsin Driver's license.
Subject to FVTC's Motor Vehicle Records Disclosure Check.
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.
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 (Must be able to perform physical work and lift up to 50 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.
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.
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).
