Division Administrative Specialist - General Studies, Business, Technology, and Hospitality

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 support and customer service for the General Studies, Business, Technology, and Hospitality division. Understand organizational core processes as they relate to department 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. Perform job responsibilities without direct supervision; maintain confidentiality and ability to deal with all situations. Provide outstanding customer service, high visibility and communications to all customers by promoting a positive image of the college internally and externally. 

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) :

(70%) Program/Course Support
•    Support and assist the faculty in day-to-day activities as needed.
•    Design and coordinate multiple program, instructor, and student schedules for assigned areas. Ensure accuracy of class offerings, troubleshoot and resolve conflicts.
•    Coordinate class enrollment activities including the monitoring of class enrollment, management of wait lists, and maintaining of wait list monitoring report. Communicate with students regarding class enrollments and cancellations.
•    Collaborate with other instructional areas for course offerings and room scheduling.
•    Utilize and maintain functional knowledge of software systems within the institutional areas of responsibilities and complete scheduling according to the scheduling process timeline.
•    Coordinate and support advisory committee meeting activities and action items resulting from meetings.
•    Provide support to students on as-needed basis including advising students on course availability and other inquiries.
•    Advise student services staff on program schedules, content & processes, and facilitate communication between program representatives, admission specialists, advisors, faculty, associate dean, and dean.
•    Coordinate and maintain instructional materials with the bookstore.
•    Coordinate programmatic updates using systems and processes established by the institution.
•    Run queries and track student progress in courses for program course planning.
•    Coordinate and schedule team meetings, take minutes and distribute to team members.
•    Assist in planning, organizing, and executing program recruitment events.
•    Responsible for supporting basic accounting functions for programs such as expense tracking, budget monitoring, inventory monitoring.
•    Coordinate and schedule instructors for community education offerings programs.
•    Coordinate the course program/curriculum review process for assigned program areas and maintain documentation and materials including course catalog and curriculum.
•    Assist in development and maintenance of scheduling matrices for Adult Education/ELL courses and college programs.
•    Prepare, send, track and bill HSED High School contracts.
•    Assist with Center Staff Payroll.
•    Proctor tests on as-needed basis.

(10%) Workload Administration
•    Project preliminary staffing needs and coordinate work assignments for assigned program areas.
•    Analyze, evaluate and calculate instructional workloads.
•    Assign part-time workload.
•    Calculate and assign course payment using the teacher assignment process for part time and full-time faculty.
•    Prepare payment for non-instructional activities.
•    Assist Dean and Associate Dean in new employee activities relative to hiring and training.

(10%) Grants Management and Special Projects Management
•    Provide Grants Management Support for program related grants. Enter enrollments, attendance, and assist with grant reporting.
•    Coordinate support for QRP, TSA, and other special projects for assigned program areas.

(10%) Meetings/Miscellaneous Activities
•    Participate in department meetings and professional growth activities. Represent division on committees as assigned.
•    Provide backup office support and customer service in absence of the division Team Leads.
•    Participate in decisions and service improvements for the division.

SUPERVISORY RESPONSIBILITIES:  Organize, delegate, and provide work direction, support, and training to office staff, work study, student help, student intern, and temporary part-time staff.


  • Be familiar with basic hardware. Create a simple text document in MS Word. Use and maintain voice mail. Use file manager. Use network file manager. Use and maintain a personal calendar. Navigate through Windows. Access college network system. Understand database concepts. Send and receive attachments. Access a bulletin board. Navigate through the Internet. Schedule meetings. Use email to communicate.
  • Set-up and use a laptop and printer. Develop materials using presentation software. Create reports on MS Word. Use PowerPoint or similar presentation technology. Manage MS Word files. Create a basic spreadsheet. Use database queries. Use scanning techniques equipment. Create simple charts and graphs. Access and use project management systems.


  • Typing at 60 words per minute and shorthand speed at 60-70 words per minute.
  • Ability to work independently without direct supervision and in a team environment.
  • Must be extremely organized, able to multi-task, and able to prioritize responsibilities.
  • Must be able to handle constant interruptions and work under pressure.
  • Ability to maintain knowledge base of administrative systems software.
  • Demonstrated organizational skills, written and oral communication skills, human relations, customer service, problem solving, and follow through skills are essential.
  • Ability to plan and set goals and follow through to completion.
  • 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.


  • Associate degree or equivalent in a related discipline required.
  • Two to three years' recent relevant occupational experience required.


  • N/A


  • 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. 


  • Employment conditional on completion of a Background Information Disclosure (BID) with the results acceptable to the College.

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. 


Lakeshore Technical College does not discriminate on the basis of race, creed, color, national origin, ancestry, religion, sex, disability, age, sexual orientation, genetic testing, lack of English skills, arrest or conviction record, political affiliation, veteran status, parental status, marital status, pregnancy or other protected categories, in its services, employment, programs, and/or educational programs and activities, including but not limited to admissions, access and participation. The college attempts to be in compliance with all federal laws including but not limited to Title IX & section 504. Inquiries regarding nondiscrimination policies are handled by the executive director of human resources/affirmative action officer, 1290 North Avenue, Cleveland WI  53015, phone 920.693.1139 or 888.468.6582, ext. 1139.

Lakeshore Technical College provides reasonable accommodations to assist persons with disabilities to access or participate in its programs or activities. Persons requiring accommodation to access the college’s programs, services, and/or employment should call LTC at 920.693.1000 or 888. Go To LTC (888.468.6582), or TTY 711.