Administrative Support III - Academic Programming

Fox Valley Technical College; Appleton (WI); Hybrid; USD 34,000 - 40,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Retirement contributions (Wisconsin DB

403(b)/457 plans

Paid time off

Sick leave

Holidays

Remote work options for some positions

Tuition reimbursement

Onsite health and wellbeing clinic

Library and cafe on campus

Job summary

Fox Valley Technical College in Appleton seeks an organized administrative assistant to support the Academic Programming department. You will manage data, coordinate documents, and act as the primary information source for staff, ensuring accuracy and timely processing.

The role includes system administration for WIDS, Workday, and SharePoint, data quality checks, budget tracking, and workflow improvements. A hybrid role at the Appleton Main Campus invites collaboration across divisions.

Qualifications

• Associate degree and 3 years of related office experience.
• Experience with the college record system and policies is preferred.
• Proficiency with Microsoft Office and work-related software.

Responsibilities

• Serve as primary support to the Academic Programming department.
• Maintain office, refer and/or handle questions for the department.
• Review and prioritize correspondence and process internal/external documents and forms after approval and signature are obtained.
• Serve as administrator for Academic Programming technologies including World wide Instructional Design System (WIDS).
• Oversee data entry and quality control in these systems.
• Coordinate TSA documentation and provide guidance to division staff.
• Develop and maintain the Academic Programming intranet site based on customer feedback.
• Coordinate the curriculum development process and track project status and payments.
• Collaborate on grant-funded curriculum projects and verify grant deliverables.
• Prepare purchase requisitions and process orders in the requisition system.
• Analyze WTCS reports and administrative policies.
• Maintain program delivery and sequencing data with divisions bi-annually.
• Assist in the curriculum modification process and reporting requests.
• Assist in meeting coordination and documentation creation.

Skills

Attention to detail

Communication skills

Organizational skills

Education

Associate Degree in Administrative Assistant or related field

Tools

Workday

WIDS

SharePoint

Microsoft Office Suite

Job description

Job CategoryRegular Support StaffFVTC WorksiteAppleton Main CampusHours Per Week40Note 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 SummaryThis position demonstrates responsibility and performs a wide variety of technical and operational duties that require specialized knowledge of the college’s Academic Programming operating procedures and information systems. This position serves as a primary information source for department staff and requires extensive knowledge of the college record system, its policies, procedures and requirements. This position also provides oversight and coordination of various processes and projects within the Academic Programming departmentJob DescriptionEssential Functions and ResponsibilitiesThe 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.Serve as primary support to the Academic Programming department. Maintain office, refer and/or handle questions for the department. Review and prioritize correspondence and process internal/external documents and forms after approval and signature are obtained.Serve as administrator for Academic Programming technologies including Worldwide Instructional Design System (WIDS). Oversee the review, entry and quality control of data in these systems. Act as liaison with Information Technology and/or outside vendors to support relevant systems.Monitor WTCS Technical Skills Attainment (TSA) compliance, coordinate TSA documentation in alignment with WTCS guidelines, and provide guidance to division staff working through the phases of TSA.Develop and maintain the Academic Programming intranet site based on customer feedback and department needs.Coordinate the curriculum development process. Serve as the point of contact for faculty and instructional managers on project status and budget, process curriculum development requests, track projects using multiple Academic Programming technologies and accurately process payments upon project completion. Collaborate with Finance and College Effectiveness staff on grant-funded curriculum projects to support accurate tracking of grant dollars and verify achievement of grant deliverablesCollaborate and make recommendations in the design, implementation and evaluation of Academic Programming processes, communications and training.Prepare purchase requisitions, reimbursement requests and process orders using the computerized requisition system.Analyze and interpret WTCS reports, manuals and administrative policy, code and/or bulletins.Maintain program delivery and sequencing data for the college. Verifies and updates the data in collaboration with the academic divisions on a bi-annual basis.Assist staff in the navigation and completion of the college program development, suspension/discontinuance and course/curriculum modification process.Monitor reports specific to Academic Programming data. Support reporting requests from all academic divisions.Assist in coordinating meetings, preparing presentation materials, taking minutes and creating/distributing documents.Assist in the creation and maintenance of Academic Programming documentation using established standards.Non-Essential Functions and ResponsibilitiesSupport special projects and perform other related duties as assigned by the Dean – Service and Academic Partnerships.Serve as a backup for other division personnel.Minimum QualificationsEducation and/or Experience Requirements:Associate Degree in Administrative Assistant or related field, ANDThree years of related office experience, ANDTraining and experience with Microsoft Office Suite, Workday, the Worldwide Instructional Design System (WIDS), SharePoint and computer systems ORAn equivalent combination of related education, training and experience.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 EnvironmentWork will be completed in a hybrid environment, both in person and virtually.Work is typically performed in an office setting.Work environment may change based upon college needs.Physical RequirementsSitting: This role requires extended periods of sitting while performing tasks and utilizing computer systems.Mobility: While much of the work is desk-based, occasional mobility may be necessary for attending meetings, office tours, or events within the workplace.Fine Motor Skills: This role may need precise hand movements or manual dexterity for activities such as note taking and working on a computer.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 in-person and through electronic means.EOE/ADA StatementFox 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 InformationStarting Range: $24.53 - $28.86 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 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).