Executive Assistant,College Advancement

Green Bay, WI
Oct 05, 2017
Institution Type
Community College

Job ID 601756
Location Green Bay


Department: District Office
Reports To: Vice President, College Advancement
FLSA Status: Non-Exempt
Amount of Travel Required: Travel As Necessary
Salary Grade: D
Positions Supervised: None

STANDARD HOURS: 40 hours per week; Monday - Friday 8 a.m. to 5:00 p.m. - Flexibility to work evenings and weekends as needed.
*Current benefit eligible employees will be placed within the pay range based on their current rate/range.

Required online application available on website: www.nwtc.edu/jobs

Location: Northeast Wisconsin Technical College, Human Resources, 2740 West Mason Street, Green Bay, WI 54307-9042. All postings are considered current and available until removed from the website.

Northeast Wisconsin Technical College is committed to promoting a learning environment where employees and students of differing perspectives and cultural backgrounds pursue career and academic goals embraced in an environment of respect and shared inquiry.
The College is seeking to attract ethnically diverse instructors and staff who can inspire our increasingly diverse student population.


Provide high-level administrative support to an executive leadership team member and the corresponding College division. Serve as the first line of contact for employees, students, and the general public.

Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the functions identified in the job description.
Essential Functions Statement(s)

  • Provide complex and diverse administrative support, including composing correspondence, reports, presentations, etc. to Executive Leadership Team (ELT) member and corresponding division. Assist in organizing workflow for ELT member and division.
  • Manage and maintain executives' and other division employees' schedules. Schedule meetings with internal and external customers. Plan and coordinate travel arrangements.
  • Schedule, prepare agenda, take and distribute minutes, and coordinate catering for internal and external meetings. Internal meetings may include division meetings and college wide team initiatives. External meetings may include partnerships within the District and State.
  • Conduct research, compile data, and prepare documents for consideration and presentation by executives, committees and board of directors.
  • Initiate and coordinate activities and projects for the division in support of the College mission and student success.
  • Greet internal and external customers, in person or via phone, and serve as the liaison between the customer and the ELT member.
  • Open, sort, and distribute incoming correspondence, including faxes and email. Respond on behalf of the ELT member as appropriate.
  • Assist in the preparation and monitoring of the budget; reconcile procards.
  • May coordinate the planning of events.
  • May assist in resolving complaints and concerns of students, faculty, and other employees.
  • May serve as the backup to the District Office Receptionist.
  • Correspond and communicate with business partners, legislators, elected officials, and the Wisconsin Technical College System.


Competency Statement(s)

  • Values - Demonstrate behaviors and action that support the College's values - Customer Focus, Everyone Has Worth, Passion and Inspiration, Collaboration, Emotional Intelligence, Results and Accountability, Valuing Talent and Well Being, and Ethics.
  • Student Success - Demonstrate behaviors and actions that support student recruitment, retention, and student success initiatives.
  • Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, disability, socio-economic background, or job type.
  • Accountability - Ability to accept responsibility and account for his/her actions.
  • Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others.
  • Autonomy - Ability to work independently with minimal supervision.
  • Communication, Oral - Ability to communicate effectively with others using the spoken word.
  • Communication, Written - Ability to communicate in writing clearly and concisely.
  • Customer Oriented - Ability to take care of the customers' needs while following company procedures.
  • Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.
  • Initiative - Ability to make decisions or take actions to solve a problem or reach a goal.
  • Interpersonal - Ability to get along well with a variety of personalities and individuals.
  • Judgment - The ability to formulate a sound decision using the available information.
  • Organized - Possessing the trait of being organized or following a systematic method of performing a task.
  • Reliability - The trait of being dependable and trustworthy.
  • Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
  • Tolerance - Ability to work successfully with a variety of people without making judgments.

Education: Associate's Degree
Experience: Four years related experience.

**An equivalent combination of education and work experience may be considered.

Computer Skills

Microsoft Office Suite

Other Work Requirements
Ability to type 48 words per minute with 95 percent accuracy

Must hold a valid driver's license and be insurable under the District's standard insurance policy terms.


Physical Demands
O (Occasionally)
O (Occasionally)
F (Frequently)
Handling / Fingering
C (Constantly)
Reach Outward
O (Occasionally)
Reach Above Shoulder
O (Occasionally)
O (Occasionally)
O (Occasionally)
Squat or Kneel
O (Occasionally)
O (Occasionally)

10 lbs or less
O (Occasionally)
11-20 lbs
N (Not Applicable)
21-50 lbs
N (Not Applicable)
51-100 lbs
N (Not Applicable)
Over 100 lbs
N (Not Applicable)

12 lbs or less
O (Occasionally)
13-25 lbs
N (Not Applicable)
26-40 lbs
N (Not Applicable)
41-100 lbs
N (Not Applicable)

N (Not Applicable)
Activity is not applicable to this occupation.
O (Occasionally)
Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)
F (Frequently)
Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)
C (Constantly)
Occupation requires this activity more than 66% of the time (5.5+ hrs/day)

The College has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the College reserves the right to change this job description and/or assign tasks for the employee to perform, as the College may deem appropriate.
NWTC does not discriminate on the basis of age, race, color, disability, sex, gender, sexual orientation, gender identity, national origin or other protected classes


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