Job Category

FVTC Worksite

Hours Per Week

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

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.

• Primary point of contact for all inquiries via phone email or web inquiries. Complete documentation of inquiries in customer relationship management database.

• Process registrations received for assigned training programs ensuring complete accuracy compliance and federal requirements are met on each application.

• Create edit and proofread course manuals curriculum program materials handouts and PowerPoints. Review and create page formats layout and design edit and proofread materials making appropriate changes for curriculum manuals and for online learning materials. Provide support as it relates to putting documented curriculum in an online format to ensure 508 compliance.

• Update and maintain program databases including training records contacts information report generation and ensure for accuracy.

• Assist in the preparation and data collection for monthly quarterly and semiannual reports grant progress reports and prepare other departmental reports as needed ensuring complete accuracy compliance and state and federal requirements are met.

• Prepare evaluation summaries from training events for dissemination to project staff consultants and program management. Create pre and post questionnaires and impact questionnaires for standard courses through survey tools.

• Process post training requirements for programs to include course registrations drops final participant class rosters preparing and sending certificates electronically and grading in Blackboard and PeopleSoft for both online and onsite trainings as needed.

• Assist with regional training scheduling event planning meetings presentations and making lodging arrangements.

• Assist with the coordination of preparing and the production of all curriculum training materials. Ensure accuracy and completeness of all final training materials. Maintain electronic files of completed program manuals for auditing purposes.

• Maintain electronic files and upload final manuals documents and publications in online platforms.

• Assist with maintaining Distance Learning programs through Blackboard and PeopleSoft.

• Serves as onsite point of contact at events to ensure compliance with program documentation as needed.

• Coordinate the inventory and maintenance of training equipment (laptops/projectors etc.) training materials publications and office supplies.

• Coordinate shipments and maintain account software for delivery of materials. Maintain records of incoming/outgoing shipments; receive and inspect all incoming items according to specifications.

• Maintain instructor scalability through lesson plans outlines and course modules.

• Order supplies and publications as needed for daily operations and onsite events.

NonEssential Functions and Responsibilities

• Maintain and assure that all safeguarded and sensitive materials are kept confidential.

• Actively participate in the quality assurance and regulatory correctness of all services delivered.

• Serve as relief person and supports other team members when needed.

Minimum Qualifications

Education and/or Experience Requirements:

• Associate Degree in Administrative Assistant or related field required AND

• Two years of recent related work experience is required.

Licenses Certifications and Other Requirements:

• Advanced skills in Microsoft Word Excel PowerPoint Access Blackboard and Adobe Acrobat.

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. Current hybrid schedule includes Monday Thursday in person and Friday virtual.

• Flexibility in work schedule and willingness to travel is required.

Work environment may change based upon college needs.

Physical Requirements

• 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 up to 40 pounds (or more).

• 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 customers and stakeholders both inperson and through electronic means.

• Travel: This position may require travel to offsite meetings and/or assisting with events.

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 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.

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).