Advanced Manufacturing, Agriculture, and Engineering Division Administrative Specialist

Lakeshore Technical College
Job Description
Job Title: Advanced Manufacturing, Agriculture, and Engineering Division Administrative Specialist
Salary Expectation: Non-Exempt –$18.75 per hour (minimum)
Reports To: Dean of Advanced Manufacturing, Agriculture, Automotive and Engineering
Location:  Lakeshore Technical College – Cleveland, Wisconsin
 
Employment and Work Schedule:
38.75 hours per week x 52 weeks
Monday – Friday; 7:30am-3:45pm
Flexible hours based upon needs of the college
 
Purpose
Provide administrative and office leadership and support for various programs in the Advanced Manufacturing, Agriculture, Automotive and Engineering division. Understand organizational core processes as they relate to department activities and college initiatives. Manage the scheduling process utilizing administrative system software within the institutional areas of responsibilities. Use college systems to obtain information for reports and in making decisions. Provide Five Star Customer Service throughout every interaction.
 
Job Description 
• Provide direct support for the division dean with the planning, programming, and budgeting processes.
• Problem-solve and answer inquiries for all areas of institutional and programming responsibilities.
• Organize, develop, and communicate necessary documentation, materials, and communications for programs, courses, and grants.
• Ensure accuracy of administrative system’s course catalog, curriculums, courses, and prerequisites. 
• Oversee, coordinate, troubleshoot, facilitate, and ensure accuracy of the curriculum design process.
• Develop and create alternate schedule plans for students enrolled in phased-out transitional curriculums.  
• Assess options, develop drafts, and gain consensus for programming and facility schedules.
• Manage, develop, detail, and implement the divisional master course scheduling process. 
• Implement strategies to ensure accuracy, troubleshoot complications, and resolve course and schedule conflicts. 
• Collaborate and problem-solve curriculum and scheduling challenges with internal and external stakeholders. 
• Develop and submit fee-related requirements for courses. Proofread and report course fee-related errors before publication.
• Calculate, input, verify, and modify professional faculty workloads.
• Facilitate the hiring process of division’s consultants and adjunct faculty.
• Prepare and submit payment requests for instructional and non-instructional activities.
• Coordinate, organize, and follow-through with advisory committee meetings and requirements.
• Manage meetings ensuring appropriate official motions have been accomplished and documented.
• Serve as backup and provide assistance in absence of other Division Specialists.
• Provide all services as outlined in Program/Course Support (above) and add the complex layer of administering shared programming, curriculums, distance education video-streams, and schedules with external partners.
• Update and prepare documentation for Shared Program Agreement renewals. 
• Organize, share, and receive yearly curriculum modifications, course matches, and program credits.
• Provide orientation information for shared program distant students.
• Confirm curriculum updates on partner schools’ web listing, program sheet, and admissions requirements. 
• Coordinate the multi-college scheduling of distant-site lab facilities.
• Prepare course registration information for students and advisors at partner schools.
• Oversee master schedule of processes’ coordination into monthly meetings.
• Ensure flow of college-wide timelines are integrated into overall workflow and schedules.
• Understand and employ organizational core processes for success of department and college initiatives. 
• Represent division on cross-functional campus-wide committees and activities.
• Assist dean in employee activities relative to hiring, training, and preparing faculty for teaching assignments. 
• Develop and provide specific registration materials for use by counselors, admission advisors, and program students.
• Organize information; attend and advise students at pre-registration and enrollment activities. 
• Analyze and resolve students’ prerequisite barriers for class enrollment.
• Investigate and resolve enrollment complications of students regarding program progression and completion.
• Manage wait lists and class enrollments.
• Organize program orientations and orientations for intern and site farm agreements.  
• Assist dean and grant writer in preparation and details of divisional grants.
• Serve as resource and liaison for the Farm Service Agency (FSA) WTCS Training Agreement.   
 
Qualifications/Training/Experience*
• High school diploma or equivalent and related associate degree plus additional related college credits with two to three years’ recent related occupational experience required.
• Working knowledge of MS Suite and PeopleSoft.
• Demonstrated planning, organizational, and time management skills; verbal and written communication skills; analytical skills and abilities; computer technology skills and abilities; and problem solving skills.
• Must be able to multi-task and prioritize responsibilities. Ability to plan and set goals and follow through to completion.
• Perform job responsibilities without direct supervision.
• Maintain confidentiality and ability to deal with all situations.
• Provide outstanding customer service, high visibility and communications to all customers by promoting a positive image of the college internally and externally.
• Exemplify college values in all staff and student interactions, as well as services delivered.
• Ability to establish and maintain effective working relationships and relate successfully with staff, students, and citizens of diverse cultural, social or educational backgrounds.
• Fluent, bilingual individual is beneficial.
 
*Note: Meeting the minimum requirements does not guarantee an interview for a position.
 
Condition of Employment
• Employment conditional on completion of a Background Information Disclosure (BID with the results acceptable to the College.
 
Benefits
Health Insurance Employee Assistance Program (EAP) Vacation
Dental Insurance Paid Leave of Absence (PLOA) Health Reimbursement Account (HRA)
Vision Insurance Professional Development Flexible Spending Program
Long Term Disability Tuition Reimbursement On-Site Child Care
Life Insurance Holidays Wellness/Fitness Center
Wisconsin Retirement System (WRS)
 
Recruitment Period
Beginning: Thursday, February 18, 2021
Closing:  Applications will be accepted online until the position is filled; however, to ensure full consideration, application materials should be submitted for receipt no later than Wednesday, March 3, 2021.
 
Online Application Process
The LTC online employment application must be completed in its entirety to be considered for a position at Lakeshore Technical College.  To access the online application, visit www.gotoltc.edu, navigate to ‘Just for You’ and click on ‘Job Seekers’, choose ‘View Employment Opportunities’, and click on ‘Goto my profile’ located in the upper right corner of the page to access or create a new account login and to apply for the position. For additional assistance, please contact Human Resources.
Type of Position:
Contact Information

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