Administrative Assistant - Outreach

Job Title

This position is responsible for providing outstanding service to students, instructors, and general public in the community by providing customer information and knowledge of all aspects of the college, admissions process, programs, school policies, billing practices, and facilitating the daily operation of the Regional Center.

Essential Functions and Responsibilities

• Serves as the initial customer service contact for all student services. Assess student needs and provide direct assistance in helping students apply to the College, enroll in class, collect documents, process payments, and apply for funding. Understand and communicate program plans, checklists, and admissions requirements.
• Process enrollments for student records for all in-person, mail-in, email and contract classes; maintain daily log files and records regarding individual student academic record, process unofficial transcript requests, process receipts and mail to students.
• Provide information on all FVTC programs to prospective students which requires understanding the programs, courses, and student services at the College. Assess student needs and provide referrals to college and community resources to support the educational goals of the student.
• Utilize the CRM system to enter leads appropriately and ensure targeted communication is distributed per established rules to prospective students. This includes collaborating with the CRM Enrollment/Retention Specialist to provide feedback to influence strategies to successfully meet the needs and demands of customers.
• Provide one-on-one and/or group intake sessions for incoming students to discuss FVTC program requirements, scheduling classes, paying for college, and developing a plan for transition from their current situation to being an enrolled student. This may include collaboration with faculty and other departments across the College. Assist with Open House, New Student Orientation, tours, and other Student Services/Student Life activities.
• Address Student Financial Services questions (student payments, payment plan enrollment, general financial aid questions). Serves as primary contact for third party billing for classes and governmental agencies.
• Serve as College cashier - open/close cashier office, balance/reconcile daily collection, create bank deposit slip, verify all center deposit slips, and personally transport all deposits to the bank.
• Administer and monitor standardized testing sessions and collect, score, record, and report results. Proctor tests for outside organizations, and internal departmental exams. Maintain security of testing materials and environment. Interpret college entrance assessments. Inform students and staff about policies, procedures, and operations of the testing center. Administering a variety of academic and skills tests.
• Serve as the center instructional contact by assisting instructor, student, and community entities. This may involve room set up, supplies, assist with virtual and online class connectivity, blackboard, zoom or other modes of virtual communications.
• Compose, design and/or edit correspondence, reports, forms, agendas, presentations, minutes, and create and distribute flyers for class offerings. Create and develop advertisements for social media (Facebook), radio, and local newspapers following FVTC marketing protocol.
• Responsible for determining the nature of emergency messages and following proper procedure to contact student. In the absence of the manager, serves as the security personnel at the outreach location including emergency evacuations. Disarms the building at the start of the day and/or secures and closes the building.

Non-Essential Functions and Responsibilities

• Cross-train in all regional center functions.
• Contribute ideas to, and help develop new initiatives including new courses, etc. in an effort to expand the regional center offering and presence in the community.
• Gather, coordinate, maintain, and monitor the college's processes to provide and create reports for internal and external use in reporting to the State and Federal government and auditors as needed.
• Willingness to travel to off-site locations for class registration and informational programs.
• Provide assistance in contracting to include hospitality, room set up, instructor support, etc.
• Proctor and schedule exams for other educational entities.

Minimum Qualifications

Education and/or Experience Requirements:

• Associate degree in Administrative Assistant or related field
• Two years of recent relevant office and customer service experience

Licenses, Certifications, and Other Requirements:

• Intermediate skills in Microsoft Word, Excel and Outlook.
• Proficiency in Workday is preferred.
• Subject to FVTC's Motor Vehicle Records Disclosure Check.

Work Environment

• Work must be completed in person.

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.
• Lifting and Carrying: The role requires occasional/continuous lifting and carrying of light to moderate items (20-25 pounds).
• Climbing: Capability to climb stairs or ladders, if applicable to the job.
• Fine Motor Skills: This role may need precise hand movements or manual dexterity for activities such as writing on a whiteboard, demonstrating experiments, or using instructional technology like computers.
• 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.
• Driving: Valid driver's license and ability to operate a vehicle.

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.