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Administrative Assistant – Seminars/Workshops

Administrative Assistant – Seminars/Workshops

Posting Date: 
Job ID: 
Support Staff
# of Openings: 
D.J.Bordini Center - Appleton
Hours Per Week: 
Weeks Per Year: 
Work Schedule: 
TBD. Flexibility in schedule may be required.
Labor Grade/Zone: C2 - $17.00 per hour
Anticipated Start Date: 
November 2017
Internal Applicant Salary/Rate: 
Based upon the applicable compensation structure
Posting Duration: 
Position will be posted for a minimum of five days and will remain open until the needs of the position are met
Shift Differential: 

More information about this job

Basic Functions & Responsibilities

Coordinates FVTC’s Business and Industry seminars and workshops and contracting initiatives.

Essential Job Functions/Secondary Job Functions

Essential Job Functions


  1. Greets and directs all visitors and staff. Assures that appropriate facilities, audiovisual equipment, hospitality, materials, supplies, and presenter travel needs for seminars/workshops are handled.
  2. Coordinate, schedule and communicate seminars/workshops with various college divisions and faculty.
  3. Assist in the review and completion of seminar budgets and recommends pricing within board-approved rates. Monitor budgets and enrollments of seminars/workshops.
  4. Uses PeopleSoft to enter and track seminar registrations and to capture significant database marketing information.
  5. Complete purchase requisitions for seminar needs; assemble all books, materials, packets, and assorted information for seminars/workshops and for general distribution.
  6. Prepare multiple-recipient contracts for all organizations sending participants to seminars; notifies contracting office of changes and contract completion. Complete appropriate paperwork for the Wisconsin Technical College course approval system.
  7. Coordinate all registration processes and processes payments and billing documentation for seminar/workshop needs.
  8. Coordinate and assist in the creation and development of the Business and Industry Resource Guide.
  9. Provide evaluation feedback to trainers, instructional divisions and Business and Industry staff.
  10. Update on a monthly and year-to-date revenue and participant data for all seminar workshop s and events.
  11. Actively qualify and respond to inbound requests from web, email and phone inquiries.
  12. Create and update seminar/workshop flyers, maintain seminar/workshop descriptions and learn abouts and other related marketing materials; coordinate seminar marketing materials related to events, assessments and contract training.
  13. Assist with proofreading emails and web content for over 300 internal and external web pages. 


Secondary Job Functions


  1. Coordinate and assist management staff with outbound business development responsibilities including targeted phone calls, follow-up emails and mailings to current and prospective business and industry customers regarding training opportunities.  
  2. Serve as backup for the creation of daily events on the Bordini Center lobby board and assist with visitors and staff as needed.
  3. Serve as backup for email marketing campaigns, social media, and updating the BIS webpages.

Qualifications, Training and Experience


  1. Associate Degree in Administrative Assistant or related area, AND
  2. Two years of recent, related work experience, including marketing of educational programming, OR
  3. An equivalent combination of related education, training and experience.
  4. Advanced skills in Microsoft Word, Excel, Outlook and PowerPoint required.
  5. Intermediate skills in CRM, email marketing programs, social media and Microsoft Publisher.

Essential Aptitudes, Skills, Knowledge and Personal Characteristics

  1. Demonstrate ethical conduct in all aspects of the work environment.

  2. Exceptional customer service skills and the ability to maintain an excellent working relationship with internal and external customers.

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

  4. Ability to identify needed action without continual direction.

  5. Excellent organizational skills and ability to work under pressure.

  6. Neatness in work and appearance.

  7. Demonstrate a positive attitude, maturity, initiative and integrity with a professional image contributing to the success of the college.

  8. Work effectively in a team environment.

  9. Ability to maintain confidentiality and professionalism.

  10. Accept responsibility for professional growth.

  11. Dependable, punctual, and commitment to following through on tasks.

  12. Flexibility in work schedule is required.



Benefits (eligibility requirements may apply)

403B and 457 Retirement Plans, Bereavement Leave, Dental Insurance, Emergency Leave, Employee Assistance Program, Fitness Center at Appleton Main Campus, Flexible Spending Account, Health Insurance or if applicable Cash Option Plan, Health Savings Account, Long Term Disability Insurance, On-Site Child Care Facility at Appleton Main Campus, Paid Holidays, Paid Vacation, Short Term Disability Insurance, Sick Leave, Spousal and Child Life Insurance, Supplemental Employee Life Insurance, Term Life & AD&D Insurance, Tuition Reimbursement, Vision Insurance, Wellness Program, Wisconsin Retirement System Pension Benefit (plan eligibility requirements apply)