Administrative Support III- Access, Community ...

Administrative Support And Technical Assistant This position provides administrative support and high-level technical assistance to the Vice President of the division, and managers of International Student Services, with specific responsibilities in International Student Services, Regional Operations, and related programming. This position will perform complex and confidential administrative and programmatic functions to ensure assigned department operations flow smoothly. This position will also assume responsibility without direct supervision and make decisions within the scope of assigned authority. The employee in this position has access to and responsibility for confidential documents, access, and knowledge of sensitive and confidential information as a part of normal duties. Essential Functions And Responsibilities The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily to be qualified for the position. Other duties may be required and assigned. Maintain calendars for the Vice President of the division and managers of International Student Services, coordinate travel arrangements, itineraries, and conference registrations, and process department paperwork in compliance with college policies. Compose, design, or edit confidential correspondence, reports, forms, agendas, and other materials. Create presentations, proofread for accuracy and clarity, and ensure final copy meets professional standards. Prepare confidential materials in support of relevant grievances, equal opportunity, employee matters, and strategic discussions. Attend meetings where high-level operational issues are discussed. Provide excellent internal and external customer service for regional operations and International Student Services, including responding to inquiries, making referrals, scheduling appointments, and providing program guidance. Support the creation and execution of marketing, communication, and social media initiatives related to international student engagement and retention, programming, and community outreach. Develop, implement, and coordinate international student orientations, workshops, field trips, mentorship programs, and end-of-year events. Support opportunities for FVTC staff and the local community to engage in global and multicultural learning. Update and maintain international student records in Workday, run required reports, and ensure data accuracy for applications, enrollment, and retention metrics. Coordinate and process departmental and program-related invoices, reimbursements, requisitions, and supply orders, and reconcile P-card transactions for assigned areas. Coordinate contracts and manage Department of Corrections memorandums of understanding, programming agreements, and other departmental partnerships. Manage the front desk of international student services, support regional and community advisory committees, study abroad collaborations, and community engagement initiatives. Maintain and improve the division SharePoint, related web pages, and PowerPoint resource library. Create, run, and analyze disaggregated data reports in collaboration with division managers; prepare specialized informational reports as requested. Schedule and support departmental meetings and events, prepare agendas, take and distribute minutes, and develop related communications. Assist with arrival, departure, and housing logistics for international students, including airport pickups, residence hall coordination, and supply management. Monitor and coordinate budgets for assigned areas, correct errors, prepare annual budgets, and ensure compliance with local, state, and federal records retention requirements. Non-Essential Functions And Responsibilities Perform other projects, duties, and activities as needed or as assigned by supervisor. Represent FVTC at internal and external meetings and events as needed. Serve as backup support to division staff as necessary. Minimum Qualifications Education And/Or Experience Requirements: Associate's degree in administrative professional, Human Resources, or related field Four to five years' work-related experience in a fast-paced, open environment Licenses, Certifications, And Other Requirements: Advanced skills in Microsoft Word, PowerPoint, and Excel are required, including proficient research skills SharePoint maintenance and design experience Workday/PeopleSoft experience Advanced oral and written communication skills, including strong composition skills are required. Language ability in Spanish and/or Hmong preferred. Valid driver's license and acceptable Motor Vehicle Record check required Work Environment Work must be completed in person with occasional opportunities for virtual work Physical Requirements Sitting: This role requires extended periods of sitting while performing tasks and utilizing computer systems. Mobility: While much of the work is desk-based, occasional mobility may be necessary for attending meetings, office tours, or events within the workplace. Lifting and Carrying: The role requires occasional/continuous lifting and carrying of light to moderate items of 50-60lbs. Climbing: Capability to climb stairs or ladders. Fine Motor Skills: This role may need precise hand movements or manual dexterity for activities such as writing on a whiteboard, demonstrating experiments, or using instructional technology like computers. Repetitive Motions: Capacity to perform repetitive motions, such as typing, without discomfort or injury. Communication: Clear verbal and written communication skills are essential for interacting with employees, candidates, and stakeholders, both in-person and through electronic means. Travel: This position requires off-site work and travel. Driving: Valid driver's license and ability to operate a vehicle, if driving is a requirement of the position. EOE/ADA Statement Fox Valley Technical College (FVTC) is an Equal Opportunity Employer (EOE). In compliance with the Americans with Disabilities Act (ADA), FVTC will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Created: 2026-03-04