Division Administrative Specialist - Advanced Manufacturing, Agriculture, and Automotive
LTC offers great benefits from health, dental, vision, life, even pet insurance! If you don't need health benefits right now, you may be eligible for a $4,000 stipend for waiving these benefits. We also offer a Retirement plan through the Wisconsin Retirement System as well as other supplemental retirement 403b and 457 plans. In addition, we have the option to contribute to the Wisconsin EdVest 529 Education Savings Plan.
Looking for time off? We offer PAID leave for vacation, personal time, sick leave (we call this paid leave of absence) and holidays. We have Friday's off in the summer and a Holiday break from Christmas through New Year's to give you a break from the busy semester!
There are many additional benefits we offer including tuition reimbursement, professional development, a free on-site wellness/fitness center and an on-site childcare center. There are also employee discounts on plans with US Cellular, Sprint, Sports Core, and more. For additional information on all of our vast array of benefits, check out our benefits guide by clicking HERE.
SHIFT: Flexibility required to include day/evening/weekend hours, based upon the needs of the college
LOCATION: Lakeshore Technical College – Cleveland, Wisconsin
POSITION SUMMARY: Provide administrative and office support for various programs and respective deans in the Advanced Manufacturing, Agriculture, and Automotive divisions. Understand organizational core processes as they relate to division's activities and college initiatives. Manage the scheduling process utilizing administrative system software within the institutional areas of responsibilities. Use college systems to obtain information for reports and in making decisions. Provide an exceptional customer service experience to both internal and external customers throughout every interaction.
REASONABLE ACCOMMODATIONS/ADA: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
ESSENTIAL JOB FUNCTIONS (Other duties may be assigned):
(65%) Curriculum, Programming, Course Support
• Provide direct support for respective division deans with the planning, programming, and budgeting processes.
• Problem-solve and answer inquiries for all areas of institutional and programming responsibilities.
• Organize and develop necessary documentation and materials for programs, courses, and grants.
• Ensure accuracy of administrative system’s course catalog, curriculums, courses, and prerequisites.
• Manage new program processes within divisions.
• Develop and create alternate schedule plans for students enrolled in phased-out transitional curriculums.
• Assess options and develop drafts for programming and facility schedules.
• Manage, develop, detail, and implement the divisional master course scheduling process.
• Implement strategies to ensure accuracy, troubleshoot complications, and resolve course and schedule conflicts.
• Collaborate and problem-solve curriculum and scheduling challenges with internal and external stakeholders.
• Develop and submit fee-related requirements for courses.
• Proofread and report course fee-related errors before publication.
• Calculate, input, verify, and modify professional faculties’ workloads.
• Provide respective division deans with projections of professional staffs’ overall fiscal assignments.
• Verify and provide faculty workload reports for analysis and problem solving.
• Facilitate the hiring process of division’s consultants and adjunct faculty.
• Calculate and request additional course payments for all consultants and adjunct faculty.
• Prepare and submit payment requests for non-instructional activities.
• Coordinate, organize, and follow-through with advisory committee meetings and requirements.
• Manage meetings ensuring appropriate official motions have been accomplished and documented.
• Facilitate and participate in divisional promotional activities.
• Coordinate Instructional Material process.
• Update division's quality review process and educational planning documents as needed.
• Serve as backup and provide assistance in absence of other respective division specialists.
(25%) Administrative Office Operations and Student Advocate Liaison
• Provide administrative support, manage daily office operations, and provide exceptional customer service.
• Oversee master schedule of processes’ coordination into monthly meetings.
• Ensure flow of college-wide timelines are integrated into overall workflow and schedules.
• Understand and employ organizational core processes for success of department and college initiatives.
• Represent respective divisions on cross-functional campus-wide committees and activities.
• Provide facts and information for plan-developing, problem-solving, decision-making for respective division's operations.
• Assist respective division deans in employee activities relative to hiring, training, and preparing faculty for teaching assignments.
• Monitor and plan for expenditures of the divisional budgets, instructional equipment, and grant-based budgets.
• Coordinate, maintain, prepare, and process division's purchasing activities, as needed.
• Coordinate respective division's participation with tours, college events, and college public relations activities.
• Assist students with concerns by providing information and/or networking with all areas of the college.
• Develop and provide specific registration materials for use by counselors, admission advisors, and program students.
• Organize information; attend and advise students at pre-registration and enrollment activities.
• Analyze and resolve students’ prerequisite barriers for class enrollment.
• Investigate and resolve enrollment complications of students regarding program progression and completion.
• Manage wait lists and class enrollments.
• Collaborate and communicate course opportunities to high school facilitators.
• Manage external partnerships with shared programs in agriculture programs.
• Prepare course registration information for students and advisors at partner schools.
• Serve as liaison to support unique educational needs of distant program students.
• Organize program orientations and orientations for intern and site farm agreements.
(10%) Event Logistics
• Organize and execute event logistics, which may include location and room reservations, event signage, facility set-ups, technology requests, print material orders, participant communication, instructor correspondence, etc. Troubleshoot technology as needed.
• Order office and instructional supplies, catering, food and beverage, and other items necessary to the successful delivery of the event.
• Collaborate with the recruitment team in coordinating the logistics of the event.
SUPERVISORY RESPONSIBILITIES: None
• Be familiar with basic hardware.
• Typing of 60 words per minute required.
• Ability to master and maximize use of administrative systems and software technologies such as; SharePoint Design; MS Office; publishing software, database software; and use of reporting software.
• Use and maintain a personal calendar.
• Navigate through Windows.
• Access College System Network.
• Understand database concepts.
• Send and receive attachments.
• Navigate through the Internet.
• Schedule electronic meetings.
• Use email to communicate.
• Set-up and use a laptop and printer.
• Access and use project management systems.
OTHER KNOWLEDGE, SKILLS, AND ABILITIES:
• Planning, organizational, analytical, and time-management; initiative, judgment/critical thinking, decision-making, problem solving, prioritizing, multi-tasking; ability to plan and set goals and follow through to completion; ability to maintain effective working relationships with students, staff, and the public; and ability to assume responsibility without direct supervision.
• Ability to maintain effective working relationships within work team and with students, staff, and public.
• Ability to understand and influence others to achieve results.
• Create complex documents, tables, memos, letters, agendas, reports, minutes, etc.
• Use college administrative systems to obtain information for reports and decision-making.
• Ability to handle interruptions and work under pressure in a constantly changing environment.
• Excellent verbal and written communication skills.
• Excellent note taking and transcription skills required.
• Meet responsibilities in a professional manner at all times.
• Use discretion.
• Maintain positivity and confidentiality.
• Knowledge, understanding, and application of master course offering component specifications.
• Familiarity with terminology, certifications, and licensure specific to advanced manufacturing, agriculture, and engineering disciplines.
• Exemplify college values in all staff and student interactions, as well as services delivered.
• Ability to establish and maintain effective working relationships and relate successfully with staff, students and people of diverse cultural, social or educational backgrounds.
• Fluent, bilingual individual is beneficial.
EDUCATION AND EXPERIENCE:
• Related associate degree plus additional related college credits with two to three years recent related occupational experience required.
Note: If educational/certification requirements are not met, candidates may be considered, however the expectation would be that they be met within 5 years of employment.
CERTIFICATIONS, LICENSURE, REGISTRATION: None
? MVR CHECK Required (Check this box only if the following statement is applicable) – The employee in this position is a potential operator of a Lakeshore Technical College owned vehicle or may be responsible for driving any other motor vehicles on behalf of the College.
PHYSICAL DEMANDS/WORK ENVIRONMENT:
• While performing the duties of this job, the employee is regularly required to sit and talk or hear.
• The employee frequently is required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.
• The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Work environment may require multi-tasking.
• The noise level in the work environment is usually moderate.
This job description is designed to cover the basic functions of the job and is not considered a detailed description of every job duty that is required, other duties may be assigned as needed. Duties, responsibilities, and activities may change at any time with or without notice to ensure the successful delivery of organizational objectives.
CONDITION OF EMPLOYMENT:
- Employment conditional on completion of a Background Information Disclosure (BID) with the results acceptable to the College.
Revised/Updated: 11/10/06; 2/25/10; 01/07/21; 01/16/23
Job Evaluation: 11/7/05; 08/23/11; 07/01/16