This Division Assistant position provides administrative support for CVTC’s Business, Arts & Sciences Division and assists students, faculty, and other customers as the first point of contact for the Business, Arts & Sciences administrative office and The LINC, as well as assists division faculty at other campus locations throughout the district. This position reports to the Executive Dean of Business, Arts & Sciences.
Responsibilities:
- Serve as the first point of contact for telephone and walk-in customers/students for The LINC and the division’s administrative office; provide accurate information in a courteous, friendly, concise, and approachable manner.
- Demonstrate a strong commitment to providing exceptional customer service.
- Assist and provide administrative support for over 100 employees, including division deans and staff, full-time faculty, and adjunct faculty.
- Enter and maintain data and produce required reports, using appropriate technology, specifically Excel, High School Academy SharePoint, Lumens, Banner, and Advise.
- Coordinate grant activities to support division administration.
- Assist division deans by maintaining calendars and schedules; completing word processing, data entry, and file management; and providing mail service.
- Schedule and coordinate meetings for division administration including, but not limited to, campus meetings, performance evaluations, student course repeat requests, student complaints, and program/department scheduling meetings.
- Place room reservations, catering orders, and delivery arrangements.
- Serve as point of contact and coordinate planning, preparation, and execution of divisional events (e.g., Advising Days, Business Appreciation Dinner, etc.).
- Compile course repeat request information for academic administration.
- Enforce FERPA (Family Education Rights and Privacy Act).
- Make travel arrangements including registrations for conferences, reserving hotel rooms, completing travel forms, and creating travel folders for division administration and faculty.
- Comply with the responsibilities and procedures outlined in the CVTC US Bank Procurement Card – Faculty and Staff User Manual, which includes ethical purchasing and maintaining and submitting required paperwork and receipts to the Finance department, as the lead purchaser for the division.
- Process a wide variety of financial and other documents, both internally and externally.
- Monitor all program and department budgets.
- Act as guardian of universal office and classroom keys.
- Monitor and order office supplies.
- Process faculty and staff purchase requisitions for equipment, materials, and supplies.
- Verify and process faculty mileage reimbursement, travel expenses, and other employee reimbursement requests.
- Use discretion and judgment to handle sensitive and confidential matters.
- Provide backup duties to other team members as required.
- Attend divisional meetings and Advisory Committee meetings, as needed, and record minutes.
- Monitor LINC email inbox and manage LINC room reservations.
- Facilitate Executive Assistant and Business Management internships in conjunction with divisional leadership (e.g., screening, interview process, training, scheduling, attendance, end-of-term reports, etc.).
- Monitor absences email inbox, record faculty absences in the divisional absence spreadsheet and absences calendar and assist in notifying students when needed.
- Create and send the weekly divisional newsletter, The Communique.
Required Knowledge, Skills and Abilities:
- Knowledge of general office practices and procedures.
- Strong time management and prioritization skills.
- Ability to learn and adhere to College policies and procedures related to position.
- Ability to work effectively both independently and in a team environment.
- Ability to remain flexible and work with many interruptions in a multi-task environment.
- Ability to use judgment, discretion, and decision-making skills in dealing with confidential and sensitive issues.
- Ability to keep accurate and detailed records.
- Ability to deal with and manage conflict.
- Ability to model integrity through self-awareness, personal accountability, ethical behavior, quality standards, and sustainable practices.
- Ability to think critically by applying problem solving practices, acquiring relevant information, using technology and other resources appropriately, and evaluating alternatives.
- Ability to communicate effectively by speaking and writing clearly, concisely, and professionally; practicing active listening; reading critically and adapting communication for audience.
- Ability to value diversity by recognizing personal biases, adapting to culturally diverse situations, and demonstrating a commitment to equity, inclusion, and respectful interactions with persons of diverse ethnic, cultural, social-economic, or educational backgrounds.
- Intermediate knowledge of and skills with technology including software programs for communication, data collection, and decision making including, but not limited to, Microsoft Office Outlook, Word, and Excel.
- Associate degree in Executive Assistant, Business Management, or related field.
- Minimum of two years of experience in a professional office setting.
In evaluating candidates for this position, the College may consider a combination of education, training, and experience which provides the necessary knowledge, skills and abilities to perform duties of position.
The College is seeking to attract diverse instructors and staff who can inspire our increasingly diverse student population. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design, and deliver solutions. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we seek applicants who demonstrate they understand the benefits of diversity in a higher education community. Consideration will be given to equity-minded individuals committed to collaborating with faculty, staff, administration, students, and community partners who are also committed to closing equity gaps.
2024 annual benefits include:
- 3 – 4 weeks of paid vacation time based on years of service
- 11 paid holidays
- Paid winter break – varies each year based on academic calendar and, at a minimum, includes days between Christmas and New Year’s holidays (some exceptions may apply for essential workers)
- Paid summer break – the week of July 4th.
- 4 paid personal days
- 3 weeks (15 days) paid sick time annually for absences due to illness, injury, or doctor and dentist appointments of the employee, dependent children, spouse, or parents of the employee or spouse; cumulative to 135 days (1,080 hours)
- Paid bereavement time
- Paid volunteer time
- Tuition reimbursement up to $2,500 annually (eligibility requirements apply)
- Health insurance for employee, spouse, and dependents with attached Health Savings Account (HSA); CVTC contributes $3,400 annually for a family plan or $1,700 annually for a single plan to your HSA
- Wellness incentive of up to $600 for employees enrolled in CVTC’s health insurance
- $2,500 cash-payment in lieu of CVTC health insurance coverage for employees who have credible coverage through another source
- Dental insurance for employee, spouse, and dependents
- Vision insurance for employee, spouse, and dependents
- Life and long-term disability insurance premiums paid by CVTC
- Wisconsin Retirement System (WRS), CVTC matches 6.9%, vested at 5 years of credible service
- 403(b) tax deferred annuity program
- 457(b) deferred compensation plan
- Section 125 flexible spending accounts
- Employee Assistance Program (EAP)
- Professional development
- Access to expansive collection of college and public library resources for personal and professional use
- Free or low-cost services offered by CVTC program students, such as computer repair, automotive repair, Shear Inspiration Salon and Spa , and 620 West restaurant and culinary pop ups
Benefits begin on the first date of employment (i.e., there is no waiting period).
CVTC does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The following person has been designated to handle inquiries regarding the college’s non-discrimination policies: Vice President of Talent & Culture, 620 W. Clairemont Avenue, Eau Claire, WI 54701, 715-833-6334, WI Relay: 711