• Administrative Assistant - Global Education Services

    Posting Date: 2 months ago(11/6/2018 1:04 PM)
    Job ID:
    Support Staff
    # of Openings:
    Appleton Main Campus
    Hours Per Week:
    Weeks Per Year:
    Work Schedule:
    7:45 AM - 4:15 PM Monday - Friday. Occasional weekends and evenings may be required. Flexibility in work 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
  • Basic Functions & Responsibilities

    This position performs a wide variety of administrative and technical duties that require specialized knowledge of the college and division’s operating procedures and information systems.


    Essential Job Functions/Secondary Job Functions

    Essential Job Functions 

    1. Greet, direct and make appointment for all visitors and staff with appropriate manager in Global Education Center and during training.
    2. Collect, communicate and disseminate all relevant global educations program information and resources to benefit students and staff
    3. Assist with study abroad marketing, student application preparation for faculty and students and monitor enrollments of study abroad courses
    4. Assist with Intensive English Program
    5. Assist with organizing and supporting international student activities on campus.
    6. Assure that appropriate facilities, audiovisual equipment, hospitality, materials, supplies, and presenter travel needs for seminars/workshops are handled.
    7. Coordinate, schedule and communicate seminars/workshops with presenters, international companies and with members of Northeast Wisconsin International Business Network.
    8. Assist in utilizing CRM database, reports and tools to ensure up to date contact information, account history and project details.
    9. Assist in the review and completion of seminar budgets and recommends pricing within board-approved rates. Monitor budgets and enrollments of seminars/workshops.
    10. Enter and track seminar registrations in order to capture significant database marketing information. Update and report revenue and participant data for all seminar/workshops and special events on a monthly and year-to-date basis.
    11. Complete purchase requisitions for seminar and contract training needs; assemble all books, materials, packets, and assorted information for seminars/workshops and for distribution.
    12. Prepare multiple-recipient contracts for all organizations sending participants to seminars; notify contracting office of changes and contract completion.
    13. Coordinate all registration processes and process payments and billing documentation for seminar/workshop needs, .including evaluation feedback to trainers
    14. Respond to inbound requests from web, email and phone inquiries.
    15. Create and update seminar/workshop flyers, maintain seminar/workshop descriptions, and other materials to support the marketing of seminars, assessments and contract training.

    Secondary Job Functions

    1. Coordinate and assist management staff with 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 Global Ed operations with visitors and staff as needed.
    3. Serve as backup for email marketing campaigns, social media, and updating the website.
    4. Provide back up for Global Education Administrative Staff in providing customer service.  

    Qualifications, Training and Experience


    1. Associate Degree in Administrative Assistant, Marketing, or Business, including specialized training in Spanish Communications and Business & Marketing, AND,
    2. Two years of recent, related work experience; OR
    3. An equivalent combination of related education, training, and experience.
    4. Bilingual fluency in Spanish is preferred.
    5. Advanced skills in Microsoft Word, Excel and PowerPoint are preferred. Experience in PeopleSoft 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 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 work with diverse student, staff, and community populations.
    10. Ability to maintain confidentiality and professionalism.
    11. Accept responsibility for professional growth.
    12. Dependable, punctual, and commitment to following through on tasks.
    13. Flexibility in work schedule is required.
    14. In-depth knowledge of various cultures and experience working with a diverse population.


    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)


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