Administrative Assistant - Regional Center at Fox Valley Technical College in Appleton, Wisconsin

Job Description:

Administrative Assistant - Regional Center



Fox Valley Technical College




Job Category

Regular Support Staff

FVTC Worksite

Wautoma Regional Center

Hourly Rate

$18.22

Hours Per Week

24





Job Description Summary

Job Profile 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.



Job Description


ESSSENTIAL JOB FUNCTIONS

• 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.


• 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.


• 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.


• 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.


• Address Student Financial Services questions (student payments, payment plan enrollment, general financial aid questions). Serves as primary contact for third party billing for classes and governmental agencies.


• 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.


• 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. Administering a variety of academic and skills tests.


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


• 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.

SECONDARY JOB FUNCTIONS

• 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.

QUALIFICATIONS, TRAINING, AND EXPERIENCE

• 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 PeopleSoft is preferred.


• Achievement of Pearson Vue certification and Pearson Vue HSED and GED test administration upon hire.

ESSENTIAL APTITUDES, SKILLS, KNOWLEDGE, AND PERSONAL CHARACTERISTICS

• 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; ability to multi-task and attention to detail.


• 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.

Additional Information

Starting pay: $18.22 per hour.
Note: Internal applicants' wages will be based on 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.





To apply, please visit: https://fvtc.wd1.myworkdayjobs.com/en-US/FVTC/job/Wautoma-WI/Administrative-Assistant---Regional-Center_JR2024-762-1




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





















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