Administrative Support II - Diversity & Inclusion Services

Job Category

Regular Support Staff

FVTC Worksite

Appleton Main Campus

Hourly Rate

$21.88

Hours Per Week

40

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

This position assists and supports the Diversity & Inclusion Services staff with administrative support and provides the initial customer service and triage functions for the department. The duties of the Administrative Assistant include providing support to the department manager and employees through a variety of tasks related to scheduling meetings, developing presentations, and communications. The Administrative Assistant position is responsible for maintaining confidential and time-sensitive material. This position also performs a wide variety of administrative and technical duties, facilitation, and communication of events, including student record-keeping, grant reporting, and compliance.

This position assists in planning camps, Scholars for Success orientations and requires a high degree of independent judgment, knowledge of college policies, operating procedures and practices requiring responsibility, initiative, and decision-making skills. Confidentiality is mandatory.

Work Schedule: Monday and Wednesday: 8AM-4:30PM, Tuesday and Thursday: 9:30AM-6PM and Friday 8AM-4PM

Job Description

ESSENTIAL JOB FUNCTIONS

• Serve as initial contact for the Diversity & Inclusion Services office, provide exemplary customer service to prospective and current students, and other constituents, and serve as liaison to other areas of Student Services.

• Coordinate D&I efforts with third parties and community entities. Assist with work orders, set-ups, on-site registrations, and hospitality for special programs.

• Provide administrative support for the Manager of Diversity & Inclusion Services. Coordinate and maintain Outlook & additional schedules for all Diversity & Inclusion Services staff and for office functions.

• Prepare communications to prospective and current students regarding services provided by D&I.

• Create team and other meeting agendas, record meeting minutes and distribute to team.

• Assist with technical reporting of students from special populations, including grant summary reports and caseload statistics/data collection.

• Monitor and respond to or forward as needed emails sent to Diversity & Inclusion Services email box. Order and maintain inventory of office supplies and D&I forms and any other office consumable as needed. Collect and distribute mail.

• Develop communications and promotional materials to showcase department activities as directed by program management staff. These may include print-based, web-based, and other media.

• Submit online purchase requisitions for all office purchases.

• Coordinate, prepare, and distribute agenda materials for department meetings. Maintain files and ongoing communication with new and existing students. Serve as primary point of contact.

• Respond promptly and professionally to emails, phone calls and requests from staff as well as internal and external customers.

• Assists in planning camps, Scholars for Success orientations and college learning community activities.

SECONDARY JOB FUNCTIONS

• Provide coverage to other department offices as needed. Travel may be involved. Other duties as assigned by supervisor.

QUALIFICATIONS, TRAINING, AND EXPERIENCE

• Associate degree in Administrative Professional or related field, AND

• Two years related occupational experience, OR

• An equivalent combination of related education, training, and experience Expertise in working with technology, installing software, and troubleshooting computer problems is preferred.

• Intermediate skill of Windows and MS Office Suite is 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.

• Excellent oral and written communications skills, as well as good listening skills.

• Ability to identify needed action 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 is required.

• Diverse knowledge and understanding of the client-reporting guidelines, regulations, and procedures established by the state and federal government.

• Demonstrate technical knowledge of working with special populations.

Additional Information

Starting Pay: $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' wages will be based on the applicable compensation guidelines.

FVTC strongly and actively strives to increase diversity and provide equal opportunity within its community. FVTC does not discriminate against persons based on age, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, height, marital status, national origin, political persuasion, pregnancy, childbirth or related medical conditions, race, religion, sex, sexual orientation, transgender status, veteran status, weight or any other protected class.