Administrative Support II - Agriculture
Administrative Support II - Agriculture
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1 Vacancy
Job Description
Job Category
Regular Support StaffFVTC Worksite
Service Motor Company Agriculture CenterHours Per Week
40Note 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 administrative support and other supportive functions for the Agriculture Horticulture Veterinary Technician and Outdoor Power Equipment departments.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.
- Provide information related to Agriculture/Horticulture/Vet Tech/Outdoor Power Equipment programming including day and evening classes and assist in the registration of these classes.
- Handle phone calls assist students and visitors coordinate meeting schedules and correspondence for the department.
- Assist with scheduling appointments and meetings and outlook calendar management for the Associate Dean.
- Compose edit file and compile reports and other documents. Maintain the department course files and student files; maintain and monitor office procedures.
- Prepare notices agenda and meeting minutes for program advisory committees.
- Manage IACUC membership documents reporting and meeting schedules. Prepare notices agenda and meeting minutes for IACUC meetings.
- Retain and update all AVMA accreditation documents in conjunction with the Veterinary Technician Program Director.
- Review all incoming mail and correspondence directed to department members and process outgoing mail for the department. Respond to course inquiries process registration materials and fees and monitor class section enrollments and cancellations.
- Invoice and bill for all BIS contracts in the Agriculture Department
- Assist with agriculture apprenticeship documentation
- Process travel vouchers and purchase requisitions for the department. Assist in monitoring department budgets and the ordering and maintenance of office supplies.
- Manage registration attendance and coverage for all trade shows.
- Assist in coordinating and planning job fairs and high school visits.
- Assist in coordinating major department events (e.g. Tractor Safety Certification Annual Farm Business Production Management Farm Tour Annual High School FFA Career Development event agriculture program marketing events and open houses).
- Schedule and plan all aspects of Tractor Safety including rooms equipment state certification locations etc.
- Schedule class observations and evaluations of faculty for a 3year probationary basis and on a 3year basis thereafter a 5year basis for adjunct faculty and of support staff on an annual basis.
- Assist in coordinating meetings prepare materials to be presented take minutes type and distribute agendas minutes/materials.
- Arrange for conference rooms classrooms facilities audio/visual materials supplies and refreshments for meetings workshops and seminars.
- Prepare purchase requisitions and reimbursement requests and process orders using the computerized requisition system.
- Establish and maintain accurate room schedules in the database and room postings.
- Supervise and schedule agriculture department student interns.
NonEssential Functions and Responsibilities
- Serve as a backup to the department Technical Operations Specialist.
- Coordinate class scheduling with department chairs and instructors. Prepare credit and noncredit class information; enters class section and verify information accuracy for the Agriculture/Horticulture/Outdoor Power Equipment/Veterinary Technician programs.
- Prepare and distribute class section information to program counseling staff division staff other appropriate staff and students. Prepare instructor schedules and verify accuracy of instructor workload.
- Prepare and distribute associate degree technical diploma and certificate student registration materials and schedules to program counselors and division staff within designated timelines. Review and edit division class information published in the Continuing Education Course Guide.
- Enter contract instructional hours and additional pay hours on class sections. Generate Adjunct Faculty Teaching Assignments (AFTA) for noncontract instructional hours and adjunct faculty.
- Create and monitor reports (e.g. Missing Grades Class/Course Errors Unknown Instructors Zero Enrollments etc..
- Prepare and submit textbook requisitions to the Campus store in accordance with timelines. Monitor ongoing changes and update textbook information in database. Serve as liaison with Campus Store instructors and textbook publishers. Order desk copies of textbooks for department instructors.
Minimum Qualifications
Education and/or Experience Requirements:
- Associate Degree in Administrative Assistant or related area
- Two years of experience of recent related work experience
- Experience working the agriculture or knowledge of the agriculture field a plus.
Licenses Certifications and Other Requirements:
- Intermediate skill in MS Word and Excel.
- Excellent oral and written communications skills as well as good listening skills.
- Excellent organizational skills and ability to work under pressure.
- 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 will be completed mainly in person with occasional hybrid or remote work.
- Work may require occasional evening and weekend responsibilities.
- May require driving.
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 deskbased 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.
- 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 inperson and through electronic means.
- Travel: Position may require offsite meetings fieldwork or travel for professional development.
- Driving: Valid drivers license and ability to operate a vehicle.
Nothing in this job description limits managements 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 atwill 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. Worklife 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 caf 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 Colleges nondiscrimination policy contact: Rayon Brown (Affirmative Action) (sexbased discrimination or harassment) or Dan Squires (Disability related discrimination).
Employment Type
Full-Time
