Program Assistant - River Falls

Program Assistant

This Program Assistant position is responsible for providing administrative support to the River Falls campus in the areas of programming/scheduling, registration and financial processing and reporting, facility concerns and coordination, office staffing, and general student/public relations.

Responsibilities:

• Demonstrate commitment to customer service standards.
• Perform general program/division support for Nursing, Nursing Assistant and River Falls academic programs.
• Perform customer service and provide general clerical functions for the office.
• Perform administrative and decision-making tasks in the absence of academic deans and associate deans.
• Serve as administrative assistant to academic deans and associate deans by providing clerical support, completing special projects, preparing purchase requisitions, and coordinating campus and community events.
• Assist academic deans/associate deans in ensuring compliance with college procedures.
• Coordinate the nursing pinning ceremony for fall and spring terms at the River Falls campus.
• Serve as backup support for the River Falls campus, assisting the Campus Manager and Campus Assistant with operational and administrative functions as needed.
• Develop instructor schedules for River Falls nursing and all nursing assistant faculty and calculate workloads for these faculty.
• Maintain financial records to record monies for tuition payments, testing fees, criminal background checks, etc.
• Identify, enter, and ensure accuracy of special fees, instructor assignments, and faculty workload for nursing and nursing assistant courses in the Banner database.
• Provide support, direction, training and general information to students regarding accessing SIS, CVTC e-mail accounts, signing up for payment plan, printing class schedules, transcript and grade reports, FAFSA etc.
• Process student drops/adds/refunds, withdrawals, etc.
• Provide support, direction, training and general information to full-time, part-time, as well as adjunct instructional staff regarding college policies and procedures (i.e., hiring processes, payroll procedures and guidelines, accessing CVTC e-mail account, SIS, Web for Faculty, etc.).
• Assist Deans/Associate Deans, scheduling office and Program Directors/Department Chairs with the development and modification of instructor and course schedules.
• Assist Dean of Nursing and Talent & Culture with hiring adjunct instructors for nursing assistant.
• Calculate, verify, monitor and revise full-time and part-time instructor schedules in accordance with the faculty guidelines, including course loads as well as travel.
• Work under the direction of assigned Academic Deans/Associate Deans to assign adjunct instructors to courses.
• Monitor course enrollments during the registration process and provide recommendations to the deans/Associate Deans for adding or cancelling classes.
• Identify, enter, and ensure accuracy of all course information in Banner database for credit courses, continuing education courses, contracted training, and technical assistance contracts to include, but not limited to fees, faculty assignments and workload, ad demographic information (e.g., rooms and timetable).
• Initiate and process paperwork for new course curriculum and course modifications in collaboration with the Curriculum office.
• Process class cancellations and communicate with instructors and students.
• Assists with payroll documentation for faculty including overloadand substitute pay in collaboration with the Payroll, Dean, and/or Health Program Assistant.
• Send health history letters and background check information to all CVTC nursing and allied health students upon admission.
• Process Minnesota Background Checks with the state of Minnesota Net Study for all CVTC River Falls nursing and allied health students per clinical timeline.
• Collect student health history information and criminal background checks, assist with uploading documentation into clinical compliance software, and communicate with students to obtain missing information. Provide completed documentation to the Clinical Compliance Coordinator, Clinical Director, and instructors.
• Assist with sending program-specific communications to students.
• Assist Program Director with new student welcome activities.
• Serve as a test proctor at the River Falls campus during spring, fall, and summer terms as needed to assist Accessibiltiy Services and nursing program needs.

Serve as the point of contact for troubleshooting and training with nursing-specific technology and software at the River Falls campus (i.e. ExamSoft, ATI, Lockdown browser, Clinician Nexus, iPads).

Required Knowledge, Skills and Abilities:

• Possess knowledge of customer service, office organization and staffing, general finance and bookkeeping, and basic facility oversight experience.
• Possess strong creative thinking, math, and technology skills.
• Ability and willingness to become trained in blood-borne pathogens, CPR/AED, and Mental Health First Aid.
• Ability to work both independently and as a member of the team.
• Ability to pay close attention to detail an prioritize multiple work assignments while maintaining flexibility.
• Ability to use judgment, discretion, and decision-making skills in dealing with confidential and sensitive issues.
• Ability to be detail-oriented to ensure course and instructor data is accurate and available in Banner database for state reporting purposes in collaboration with the scheduling office.
• Ability to conceptualize and execute complex schedules, workloads, room utilization, and staffing.
• Ability to model integrity through self-awareness, personal accountability, ethical behavior, quality standards, and sustainable practices.
• Ability to think critically by applying problem solving practices, acquiring relevant information, using technology and other resources appropriately, and evaluating alternatives.
• Ability to communicate effectively by speaking and writing clearly, concisely, and professionally; practicing active listening; reading critically and adapting communication for audience.
• Ability to recognize personal biases, adapt to different cultural situations, and demonstrate a commitment to respectful interactions with persons of various ethnic, cultural, socio-economic, or educational backgrounds.
• Advanced knowledge of and skills with technology including software programs for communication, data collection, and decision making including, but not limited to Banner, Office 365 suite, Sharepoint, Lumens, Cognos, and Google Calendar.

Qualifications

• Associate degree in Administrative Professional or a related field.
• Minimum of three years of office experience required.

In evaluating candidates for this position, the College may consider a combination of education, training, and experience which provides the necessary knowledge, skills and abilities to perform duties of position.

CVTC reserves the right to limit applicant consideration from specific geographic regions when differences in state-level policies, laws, or regulatory frameworks present conflicts with institutional standards and/or fiduciary responsibilities. This practice supports compliance, operational integrity, and alignment with the College's strategic objectives. The College is seeking to attract diverse instructors and staff who can inspire our increasingly diverse student population. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design, and deliver solutions. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we seek applicants who demonstrate they understand the benefits of diversity in a higher education community. Consideration will be given to equity-minded individuals committed to collaborating with faculty, staff, administration, students, and community partners who are also committed to closing equity gaps.

Benefits Summary

2026 annual benefits include:

• 3 4 weeks of paid vacation time based on years of service
• 11 paid holidays
• Paid winter break - varies each year based on academic calendar and, at a minimum, includes days between Christmas and New Year's holidays (some exceptions may apply for essential workers)
• Paid summer break - the week of July 4th.
• 4 paid personal days
• 3 weeks (15 days) paid sick time annually for absences due to illness, injury, or doctor and dentist appointments of the employee, dependent children, spouse, or parents of the employee or spouse; cumulative to 135 days (1,080 hours)
• Paid bereavement time
• Paid volunteer time
• Tuition reimbursement up to $2,500 annually (eligibility requirements apply)
• Health insurance for employee, spouse, and dependents with attached Health Savings Account (HSA); CVTC contributes $3,400 annually for a family plan or $1,700 annually for a single plan to your HSA
• Wellness incentive of up to $600 for employees enrolled in CVTC

Chippewa Valley Technical College