Administrative Support II - Career Services

Fox Valley Technical College (FVTC); Appleton (WI); On-site; USD 30,000 - 35,000; Full time

Benefits offered by this job

Onsite health clinic

Fitness center

Onsite child care

Library

Tuition reimbursement

Flexible schedules / remote options

Job summary

Fox Valley Technical College (FVTC) in Appleton seeks an Administrative Assistant II for Career Services. You will be the front-line resource for students, employers, and staff, handling inquiries, scheduling, and daily office operations with a focus on exceptional customer service.

The role supports ACC offices, coordinates events, maintains calendars, assists with marketing, and ensures accessibility compliance.

Qualifications

• Associate degree in a related field required.
• 2-3 years of administrative support and customer service experience.
• Experience in an educational institution or student-facing environment preferred.
• Experience coordinating events, scheduling, and office operations.
• Experience using Handshake or similar career services platforms.

Responsibilities

• Serve as primary front-line resource for students, employers, faculty, staff, and community members, delivering exceptional customer service and guidance.
• Greet visitors, answer phones, schedule appointments, maintain calendars, and support established office procedures.
• Coordinate Career Services scheduling activities, events, and communications across the ACC and related offices.
• Support marketing, social media, accessibility initiatives, and career services technology projects.
• Assist with data entry, reporting, procurement, and general administrative workflows.

Skills

Administrative support

Customer service

Event coordination

Education

Associate Degree in Administrative Professional, Business Management, Office Administration, Marketing, Communications, or a related field

Tools

Handshake

CRM systems

Scheduling platforms

Event management systems

Job description

Job Category Regular Support Staff FVTC Worksite Appleton Main Campus Hours Per Week 40

Job Description Summary

The Administrative Assistant II – Career Services provides administrative, operational, and customer service support for Career Services and the Advising, Counseling & Career Services (ACC) office. Serving as a primary front-line resource for students, employers, faculty, staff, and community members, this position plays an important role in supporting efficient daily operations, exceptional customer service, and Career Services programs and initiatives. Under the guidance of the Department Manager and/or designated departmental leads, this position coordinates Career Services scheduling, departmental communications, technology support, employer engagement activities, event logistics, purchasing processes, marketing and social media activities, accessibility initiatives, and other Career Services administrative functions. The position also provides front-line support within the shared ACC office and works collaboratively with other administrative staff and department employees to maintain service continuity and appropriately elevate complex or higher-risk situations.

Essential Functions and Responsibilities

• Serve as a primary front-line resource for students, employers, faculty, staff, and community members by providing exceptional customer service, responding to routine inquiries, providing information regarding Career Services and ACC resources, scheduling services, and directing individuals to appropriate college resources.
• Provide front-line administrative and customer service support for the ACC office, including greeting students and visitors, answering phones, scheduling appointments, maintaining calendars, processing routine requests, and supporting established office procedures.
• Participate in established ACC front-office coverage schedules and collaborate with other administrative staff, departmental leads, managers, and other ACC employees to maintain consistent student service and office operations.
• Independently resolve routine student and customer service needs within established procedures and follow established ACC front-office procedures, service standards and emergency protocols regarding handling of complex, non-routine, sensitive, or high-risk situations requiring higher-level interventions.
• Maintain required training and professional development related to student support, crisis awareness, behavioral concerns, de-escalation, emergency procedures, referral protocols, customer service, and campus resources.
• Recognize situations requiring additional intervention, provide appropriate initial support, and promptly elevate complex, crisis, behavioral, or safety-related situations in accordance with established college and departmental procedures.
• Identify opportunities for improvement and communicate recommendations to other administrative staff or departmental leadership.
• Coordinate Career Services scheduling activities, including appointments, presentations, workshops, meetings, employer recruiting activities, career fairs, and special events.
• Serve as a primary administrative resource for Handshake and related Career Services technology platforms by processing employer approvals, job postings, event registrations, account updates, data maintenance, basic troubleshooting, and customer support requests in accordance with departmental procedures.
• Support Career Services technology initiatives by assisting with system testing, troubleshooting, documentation, data maintenance, user support, and communication related to system updates and enhancements.
• Coordinate administrative and logistical support for career fairs, employer networking events, recruiting activities, workshops, presentations, and workforce development initiatives, including facility coordination, registration management, vendor communication, catering coordination, materials preparation, event setup, and follow-up activities.
• Coordinate departmental marketing and communication activities, including creating, scheduling, and maintaining social media posts, promotional materials, videos, digital communications, website updates, email communications, and outreach activities supporting Career Services programs, employer engagement initiatives, workshops, recruiting events, and career fairs.
• Collaborate with Marketing and Communications staff and follow established college branding and communication standards.
• Serve as the departmental accessibility resource by reviewing Career Services documents, presentations, forms, marketing materials, videos, and digital content to support compliance with accessibility standards and institutional requirements.
• Represent Career Services on accessibility-related committees, training initiatives, and continuous improvement efforts.
• Under the guidance of the Department Manager or Department Lead, coordinate purchasing activities, vendor payments, invoices, PCard documentation, expense tracking, and related financial records in accordance with college procedures while maintaining accurate records related to departmental expenditures and event costs.
• Collect, organize, and maintain Career Services data related to employer engagement activities, student participation, career fairs, event attendance, survey responses, service utilization, and departmental outcomes.
• Assist with preparing and maintaining reports, presentations, spreadsheets, surveys, departmental calendars, correspondence, and other documentation supporting Career Services planning, assessment, and operational needs.
• Coordinate administrative processes related to Career Services interns, student employees, and temporary staff, including onboarding documentation, scheduling, timekeeping, communications, and record maintenance.
• Maintain Career Services procedures, training materials, operational documentation, records, forms, shared resources, and administrative workflows to support consistency, efficiency, accessibility, and knowledge transfer.
• Provide routine front-office coverage and occasional backup administrative support within ACC as operational needs require.
• Responsibilities designated to higher-level administrative staff and complex student situations should be referred or escalated in accordance with established departmental procedures.
• Support Career Services activities at regional campuses and other college locations by coordinating communications, resources, scheduling, event logistics, and administrative processes.
• Participate in departmental meetings, committees, training activities, accessibility initiatives, and continuous improvement efforts.
• Perform other related duties as assigned.

Non-Essential Functions and Responsibilities

• Assist with developing, administering, and coordinating student, employer, alumni, and stakeholder surveys.
• Proofread departmental communications, event materials, marketing content, and other materials distributed to internal and external customers.

Minimum Qualifications

• Education and/or Experience Requirements: Associate Degree in Administrative Professional, Business Management, Office Administration, Marketing, Communications, or a related field.
• 2-3 years of recent, related experience in administrative support, customer service, office coordination, student services, business operations, or a related area.
• Preferred Qualifications: Experience working in an educational institution or other student-facing/customer-facing environment.
• Experience coordinating events, scheduling purchasing processes, social media, marketing communications, or administrative operations.
• Experience utilizing Handshake, customer relationship management systems, scheduling platforms, event management systems, student information systems, or similar technology platforms.

Work Environment

Work is performed primarily in the Career Services and ACC office environment, with additional responsibilities at career fairs, employer events, regional campuses, and other college locations. Regular in-person presence is required to support front-line student services, Career Services operations, employer engagement activities, events, and departmental needs.

Physical Requirements

Sitting/Standing: Extended periods of sitting; standing and walking required for meetings and events. Mobility: Ability to move between offices, classrooms, and event spaces; occasional off-site travel required. Lifting/Carrying: Occasional lifting or carrying of materials up to 25 pounds. Repetitive Motions: Regular hand and finger use for typing, data entry, and handling office materials. Communication: Clear verbal and written communication required in person, by phone, and via digital platforms. Travel: Limited local travel; valid driver's license and ability to operate a vehicle. Climbing: Capability to climb stairs or ladders.

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

Starting Range: $21.88 - $25.74 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 time off, 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, café, printing services, Trilogy Salon & Spa, and more.

Fox Valley Technical College® has been the college of choice in our community for over 100 years. This is because of our outstanding employees. People enjoy working at FVTC because of our collaborative and innovative culture. We celebrate diversity, support equity and inclusiveness, and encourages individual expression in our workplace. Our focus is on helping people get the skills they need to succeed in their chosen career.

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 - [e-mail] (Affirmative Action), [e-mail] (sex-based discrimination or harassment), or Dan Squires - [e-mail] (Disability related discrimination).