• Administrative Assistant - Federal Programs

    Posting Date: 4 weeks ago(10/23/2018 11:29 AM)
    Job ID:
    Support Staff
    # of Openings:
    Appleton Main Campus
    Hours Per Week:
    Weeks Per Year:
    Work Schedule:
    8:00am - 4:30pm Monday - Friday. Flexibility in schedule may be required.
    Labor Grade/Zone: D1 - $19.89 per hour
    Anticipated Start Date:
    November 2018
    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:
  • Basic Functions & Responsibilities

    This position performs a wide variety of administrative and technical duties in support of the National Criminal Justice Training Center and various specialized training events. This position serves as the initial subject matter point of contact and requires responsibility, initiative, and specialized knowledge in the application of college, division, and department procedures and policies.

    Essential Job Functions/Secondary Job Functions

    Essential Job Functions

    1. Process registrations received for assigned training programs ensuring complete accuracy, compliance, and federal requirements are met on each application.
    2. Prepare evaluation summaries from training events for dissemination to project staff, consultants, and program management.
    3. Update and maintain program databases including training records, contacts information, report generation and ensure for accuracy.
    4. Assist in the preparation and data collection for monthly reports, grant progress reports and prepare other departmental reports as needed.
    5. Assist the Coordinator with regional training scheduling, event planning, meetings, and presentations.
    6. Acquire competitive bids for lodging/training space requirements of the regional training programs and special meetings according to strict space/quality standards and in accordance with the Federal Acquisition Regulations.
    7. Assist with the coordination of preparing and the production of all curriculum training materials. Ensure accuracy and completeness of all final training materials. Maintain electronic files of completed program manuals for auditing purposes.
    8. Investigate curriculum project issues with Printing Services and FVTC Bookstore, as needed.
    9. Create, edit, and proofread instructor/student curriculum manuals and word processing projects (e.g., exams, handouts, forms) as requested by instructors and/or FVTC staff.
    10. Provide support as it relates to putting documented curriculum in an online format.
    11. Review and create page formats, layout and design, edit and proofread materials, making appropriate changes for curriculum manuals and for online learning materials.

    Secondary Job Functions

    1. Actively participate in the quality assurance and regulatory correctness of all services delivered.
    2. Serve as relief person and supports other team members when needed.

    Qualifications, Training and Experience


    1. Associate Degree in Administrative Assistant or related field, AND
    2. Two years of recent, related work experience is required, OR
    3. An equivalent combination of education, training, and experience.
    4. Advanced skills in Microsoft Word, Excel, PowerPoint, and Access.
    5. Familiarity with the criminal justice system is preferred.

    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 and meet detail-oriented deadlines 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, Campus Care Clinic, Dental Insurance, Emergency Leave, Employee Assistance Program, Fitness Center at Appleton Main Campus, Flexible Spending Account, Group Legal Benefits, 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, Pet Health Insurance, 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)

    Special Instructions to Applicants

    This is a grant funded position.


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