Administrative Support III - Academic Programming

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

Benefits offered by this job

Medical, dental, and vision insurance

Retirement contributions to Wisconsin

Job summary

Fox Valley Technical College in Appleton is seeking an Academic Programming Support Specialist to manage information systems and support department operations. The role requires coordinating data, maintaining the intranet, and ensuring project workflows align with department needs.

The position emphasizes data quality, cross‑functional collaboration with IT and finance, and timely processing of curriculum development requests and payments. Hybrid work and campus presence are expected.

Qualifications

• Associate degree in Administrative Assistant or related field.
• Three years of related office experience.
• Training with Microsoft Office Suite, Workday, WIDS, and SharePoint.

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.
• Serve as administrator for Academic Programming technologies including Worldwide Instructional Design System (WIDS).
• Oversee data entry and quality control in relevant systems.
• Coordinate with IT and outside vendors to support systems.
• Monitor TSA compliance and align documentation with WTCS guidelines.
• Develop and maintain the Academic Programming intranet site based on feedback.
• Coordinate the curriculum development process and manage project status and budgets.
• Collaborate with Finance and College Effectiveness on grant-funded curriculum projects.

Skills

Microsoft Office Suite

Workday

SharePoint

computer systems

Education

Associate Degree in Administrative Assistant or related field

Three years of related office experience

Tools

WIDS

Job description

Job Category

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

Job Description Summary

This 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 department

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.

• 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 deliverables
• Collaborate 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 Responsibilities

• Support 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 Qualifications

Associate Degree in Administrative Assistant or related field, AND Three years of related office experience, AND Training and experience with Microsoft Office Suite, Workday, the Worldwide Instructional Design System (WIDS), SharePoint and computer systems OR An 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 Environment

Work 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 Requirements

• Sitting: 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 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: $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.

• 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).

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.