This position performs program administrative support duties in the Health Division. Works with and supports deans, managers, instructors, adjunct faculty, and other outreach course faculty. This position assists in program operations requiring a high degree of independent judgment, knowledge of college policies, operating procedures and practices requiring responsibility, initiative, and decision-making skills. Confidentiality is mandatory.
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 Tasks:
Provides support for faculty and staff in several health programs.
Assists in developing, maintaining, and updating department/program learning management system (Blackboard), web pages, and handbooks.
Develop, edit & distribute correspondence, brochures, test banks, database files, reports, minutes, certificates, and instructional materials.
Assist with work orders, set-ups, on-site registrations, and hospitality for special programs.
Create & process program purchase requisitions. Track, inventory, and prepare supplies for transport.
Supports students in submission and verification of required documentation.
Coordinate, prepare, and distribute agenda materials for department meetings and advisory meetings. Maintain files and ongoing communication with new and existing members. Serve as primary point of contact. Record and distribute minutes and maintain program files.
Customer Service:
Primary Contact for several health programs
Assists with arranging meetings, tours, and engagement activities for external customers
Assists students in setting up meetings with faculty members
Data Entry:
Ensures that records are kept confidential and compliant with federal, state, and local regulations
Ensures that records are up-to-date and complete
Minimum Qualifications
Education and/or Experience Requirements:
Associate Degree in Administrative Assistant or related field required,
Two years of related office experience preferred
Experience working with and maintaining electronic health care records is preferred
Understanding and practice of HIPPA and FERPA regulations is preferred
Advanced skills in Microsoft Office, Learning Management Systems, Workday 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 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.
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.
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).
