Administrative Assistant - Federal Programs
Employment Type : Full-Time
Basic Functions & Responsibilities: This position performs a wide variety of administrative and technical duties in support of the National Criminal Justice Training Center and various specialized training events. This position serves as the initial subject matter point of contact and requires responsibility, initiative, and specialized knowledge in the application of college, division, and department procedures and policies.
Fox Valley Technical College celebrates diversity, supports equity and inclusiveness, and encourages individual expression in our workplace.Essential Job Functions/Secondary Job Functions:ESSENTIAL JOB FUNCTIONS
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 semi-annual 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.
SECONDARY JOB FUNCTIONS
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.
Qualifications, Training and Experience:- Associate Degree in Administrative Assistant or related field, AND
- Two years of recent, related work experience is required, OR
- An equivalent combination of education, training, and experience.
- Advanced skills in Microsoft Word, Excel, PowerPoint, Access, BlackBoard and Adobe Acrobat required.
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. Knowledge of and ability to interact with officials from local/state government justice system operation is preferred.
- Excellent oral and written communications skills, as well as good listening skills.
- Ability to identify needed action and meet detail-oriented deadlines 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 maintain confidentiality and professionalism.
- Accept responsibility for professional growth.
- Dependable, punctual, and commitment to following through on tasks.
- Flexibility in work schedule and willingness to travel is required.
- Ability to lift 40 pounds or more.
Benefits (eligibility requirements may apply): 403B and 457 Retirement Plans, Bereavement Leave, Campus Care Clinic, Dental Insurance, Emergency Leave, Employee Assistance Program, Flexible Spending Account, Full Time Benefit Package, Group Legal Benefits, Health Insurance or if applicable Cash Option Plan, Health Savings Account, Long Term Disability Insurance, On-Site Child Care Facility at Appleton Main Campus, Paid Holidays, Paid Vacation, Pet Health Insurance, Short Term Disability Insurance, Sick Leave, Spousal and Child Life Insurance, Supplemental Employee Life Insurance, Term Life & AD&D Insurance, Tuition Reimbursement, Vision Insurance, Voluntary Accident Insurance, Voluntary Critical Illness Insurance, Voluntary Hospital Indemnity Insurance, Wellness Program, Wisconsin Retirement System Pension Benefit (plan eligibility requirements apply) Special Instructions to Applicants: This position may temporarily be split between working on-site and remote due to COVID-19. It is the expectation that all employees comply and cooperate with the College’s emergency action plan and any rapidly changing protocols, as well any applicable government orders affecting the College’s operations. This includes adhering to safety protocols and using face coverings and personal protective equipment as applicable.