General Studies/Business & Technology Administrative Specialist

Posted: 09/22/2022

Salary Expectation:
$17.47 to $18.13 per hour (Note: The hourly rate will commensurate based on education and occupational experience.) 

Benefits:

LTC offers great benefits from health, dental, vision, life, even pet insurance! If you don't need health benefits right now, you will receive a $4,000 stipend for waiving these benefits. We also offer a Retirement plan through the Wisconsin Retirement System as well as other supplemental retirement 403b and 457 plans. In addition, we have the option to contribute to the Wisconsin EdVest 529 Education Savings Plan.

Looking for time off? We offer PAID leave for vacation, personal time, sick leave (we call this paid leave of absence) and holidays. We have Friday's off in the summer and a Holiday break from Christmas through New Year's to give you a break from the busy semester!

There are many additional benefits we offer including tuition reimbursement, professional development, a free on-site wellness/fitness center and an on-site childcare center. There are also employee discounts on plans with US Cellular, Sprint, Sports Core, and more. 

Shift:

7:30am-3:45pm
Can be flexible to 8:00am-4:15pm

Location:

Lakeshore Technical College – Cleveland, Wisconsin

Position Overview:

Provide administrative support and customer service for General Studies and Business & Technology division deans, faculty, and staff.  Assist in the scheduling process utilizing administrative system software within the institutional areas of responsibilities. Understand organizational core processes as they relate to department activities and college initiatives. Responsible for financial requisitions and purchasing office supplies for the division and external sites. Manage the scheduling process utilizing administrative system software within the institutional areas of responsibilities. Use college systems to obtain information for reports. Provide an exceptional customer service experience to both internal and external customers throughout every interaction.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Job Responsibilities:

(60%) Program/Course Support
•    Develop and maintain scheduling matrices for Adult Education/ELL courses and college programs.
•    Prepare, send, track and bill HSED High School contracts.
•    Assist with Center Staff Payroll.
•    Coordinate instructional materials with the bookstore for General Education and assigned Business programs. Ensure that textbook adoptions are submitted by faculty, contain accurate information, and meet the bookstore timelines.  Request desk copies and instructional materials from publishers.
•    Assist with Bridge Content Management for General Education, LTC-Manitowoc, LTC-Sheboygan and Business and Technology.
•    Coordinate the course program/curriculum review process for assigned program areas, and related technical diplomas and certificates, and maintain documentation and materials including course catalog and curriculum.
•    Design and coordinate multiple program, instructor, and student schedules for assigned program areas.  Ensure accuracy of class offerings, troubleshoot and resolve conflicts. 
•    Coordinate class enrollment activities including the monitoring of class enrollment, management of wait lists, and maintaining of wait list monitoring report. Communicate with students regarding class enrollments and cancellations.
•    Utilize administrative system software and complete scheduling according to the scheduling process timeline.  
•    Collaborate with other instructional areas for room scheduling.  Schedule classrooms requested for additional needs.
•    Facilitate make-up testing services and proctor testing, as needed.
•    Notify students of emergency class cancellation via the group notification system.
•    Assist instructors with student needs.
•    Coordinate and support advisory committee meeting activities and action items for assigned programs. 
•    Advise student services staff on program schedules, content and processes, and facilitate communication between program representatives, admission specialists, advisors, faculty, and the dean.

(30%) Administrative Office Operations/Customer Service
•    Provide office support for General Studies/Business and Technology, including projects overseen by the Deans.
•    Receive incoming telephone calls and inquiries from staff, students, and the public.
•    Communicate information, take and relay messages, and schedule appointments.
•    Provide all aspects of customer service, including seeking answers to customer problems.
•    Process incoming and outgoing mail, expense vouchers, purchase order requisitions, check requests, food requests, and travel authorizations.
•    Responsible for the acquisition of supplies, materials, equipment, and services for the department and classrooms, including LTC-Manitowoc, LTC-Sheboygan, and justice-involved educational sites.
•    Maintain office inventory of supplies.
•    Contact user support services and assist in resolving technology concerns in the office and various classrooms (printers, copiers, scanners, computers, etc.).
•    Generate and maintain schedules on electronic calendars.
•    Create complex documents, tables, memos, letters, agendas, reports, etc. for department staff. Prepare documents and merge with data files for mailings.
•    Communicate regularly with LTC Manitowoc and LTC Sheboygan office staff.
•    Understand organizational core processes as they relate to department activities and college initiatives.
•    Provide a high level of customer service; assist customers in meeting their needs.
•    Monitor and maintain grant activities, general fund accounts, and purchasing cards.

(10%) Meetings/Miscellaneous Activities
•    Participate in department meetings and professional growth activities. Represent division on committees as assigned.
•    Provide backup office support and customer service in absence of the General Studies Team Lead.
•    Participate in decisions and service improvements for the division.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education, Experience and/or Certificates, Licenses, Registration:

Related Associate degree or equivalent with two to three years recent related occupational experience required.

Note: If educational/certification requirements are not met, candidates may be considered, however the expectation would be that they be met within 5 years of employment.

Other Skills and Abilities:

Ability to work independently without direct supervision and in a team environment. Must be extremely organized, able to multi-task, and able to prioritize responsibilities. Must be able to handle constant interruptions and work under pressure. Ability to maintain knowledge base of administrative systems software. Maintain confidentiality and ability to deal with all situations. Demonstrated organizational skills, written and oral communication skills, human relations, customer service, problem solving, and follow through skills are essential. Ability to plan and set goals and follow through to completion. 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 people of diverse cultural, social, or educational backgrounds. An individual fluent in more than language is beneficial. 

Ability to read, analyze, and  interpret  general  business periodicals,  professional  journals,  technical procedures,  or  governmental  regulations.  Ability  to  write  reports, business  correspondence,  and procedure  manuals.  Ability  to  effectively  present  information  and  respond  to  questions  from  groups  of managers,  clients, customers,  and  the  general  public. 

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. Ability to apply concepts such as fractions, percentages, rations, and proportions to practical situations.

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Be familiar with basic hardware. Working knowledge of MS Office to include Word, Excel, PowerPoint, and Access. Note taking skills required. Use and maintain a personal calendar. Navigate through Windows. Access College System Network. Understand database concepts. Send and receive attachments. Navigate through the Internet. Schedule electronic meetings. Use email to communicate. Set-up and use a lap top and printer. Access and use project management systems.

Physical Demands/Work Environment:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and color vision.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee is frequently exposed to outside weather conditions. Office area is accessible to customers (student and staff), which allows for frequent interruption and distraction. The noise level in the work environment is usually moderate.

The above duties describe the chief functions of the job and are not to be considered a detailed description of every duty of the job.

Condition(s) of Employment:

  • Employment conditional on completion of a Background Information Disclosure (BID) with the results acceptable to the College.

Date Updated: 06/24/2022

Type of Position: Full Time Position

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