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Assistant, Events & Workforce Training and Professional Development

Employer
Northcentral Technical College
Location
Wausau, WI
Salary
$17.23 per hour

Job Details

Position Description

 

This individual creates a conference and event experience to meet or exceed student and business partner expectations, making NTC the conference destination of choice for the NTC district. The Continuing Education and Events Assistant develops and manages all aspects of conferences and workshops with a focus on superior customer service and the highest quality experience possible. The Continuing Education and Events Assistant is a key member of the Continuing Education team and providing support for the entire Continuing Education team.

Duties & Responsibilities

 

  1. Serve as the first point of contact with internal and external customers related to NTC Continuing Education activities. Effectively responds to customer questions, concerns, and needs in a positive manner. Plans, organizes, monitors, validates, and resolves any conflicts.
  2. Prepares timely and accurate course approval forms, course authorizations, course change forms, course scheduling spreadsheets, and instructor pay sheets.
  3. Prepares and manages mailing list to promote effective and efficient utilization of resources when promoting continuing education events.
  4. Prepares signage, arranges for catering, hospitality and audiovisual needs for continuing education events. Arranges for continuing education set-up, room reservation, and course hand-outs.
  5. Works with speakers, instructors, and vendors, providing support to continuing education events.
  6. Coordinates travel arrangements and accommodation arrangements for course instructors and speakers including air itinerary, ground transportation, and other noted needs.
  7. Assists with negotiations and collaborations with external partners including space needs, vendor hall requirements, event layout, and potential speakers while fostering positive community collaborations.
  8. Tracks event budget including speaker contracts and expense payments related to the event. Prepares and maintains accurate budget reports, contracts, invoices, and budget forms including event budget tracking, budget transfers, purchase orders, accounts receivable billing, and reconciling credit card statements
  9. Develops an event marketing plan including identifying the target market, identifying a market media strategy to include social media, e-marketing, and print marketing, and developing a market database list for the event. Creates marketing documents using In-Design software and Constant Contact.
  10. Assists with planning and developing social media promotion and catalogs.
  11. Coordinates on site logistical support for seminars and conferences including check-in, catering, speaker orientation to classroom/facility, AV needs, and other hospitality needs.
  12. Coordinates and submits CEU/CME credit approval documentation to appropriate entity.Implements course/conference evaluations, tabulates results and obtains required participant documentation for CEU/CME credit. Communicates results to Dean, speakers, and conference partners.
  13. Maintains accurate conference and student files and banking of hours as required by outside organizations, state agencies, and national CEU providers.
  14. Generates and manipulates PeopleSoft student, event, scheduling and finance documents and reports for continuing education efforts (rosters, schedules, instructor tables, purchase orders, project budgets, and pay sheets).
  15. Creates customized Event Spot website to manage registrations and collect participant information for events, seminars and conferences.
  16. Updates and maintains the continuing education web site.
  17. Updates and maintains a 12 to 18 month conference plan for the division.
  18. Initiates process improvement strategies within scope of position to manage complex processes and procedures to promote delivery of quality learning experiences.
  19. Maintains ongoing communication with adjunct/full-time faculty and speakers regarding course logistics.
  20. Initiates communication and responds to potential, current, and past students regarding learning needs, problems and concerns. Uses judgment to refer to supervisor when appropriate.
  21. Registers students in continuing education courses as needed.
  22. Creates marketing documents for continuing education offerings using In-Design software and Constant Contact. This includes developing marketing fliers, mailings, and electronic marketing blasts. Assists with planning and developing social media promotion and catalogs.
  23. Provides positive customer service creating a welcoming environment for students, faculty, businesses, and community members.
  24. Work with committees to develop a program for events including speakers, topics, and timing and communicate with speakers regarding their commitment to the event and their needs related to attending the event
  25. Manage database and registration process, including on?site registrations, to assure accurate registration data, name badges (and ribbons), fee collection, counts for specific events, etc
  26. Monitor work-study duties, when applicable.
  27. In conjunction with the Dean of Continuing Education prepares detailed metric reports that track effectiveness of efforts.
  28. Interprets and applies WTCS and NTC rules ensuring all legal requirements are met and accurate documentation is maintained for the appropriate length of time.
  29. Other duties as assigned.

The duties and responsibilities listed are intended to describe the essential functions of persons assigned to this job. They are not intended as an exhaustive list of all job duties, responsibilities, and requirements.Qualifications

 

  • Associate's degree or higher in business administration, organizational communication, event planning, organizational planning or related program and two years of progressive work experience; or an equivalent combination of post-secondary education and progressive work experience.
  • Must demonstrate proficiency in using computer technologies, including word, excel. In-Design software experience preferred.
  • Excellent organizational skills and attention to detail; proven ability to handle multiple projects while setting appropriate priorities to achieve goals.
  • Minimum typing proficiency is 45 words per minute with 90% accuracy.
  • History of coordinating and managing large events with a focus on collaboration and customer service.
  • Candidates must possess working knowledge of using software in a network environment.
  • Must have the ability to establish and maintain a customer focus while working in a team environment.
  • Demonstrated proficiency in oral, written and electronic communication skills.
  • This position must demonstrate the ability to assume responsibility without direct supervision, exercise initiative and judgment and make decisions within the scope of authority.
  • Evidence of ability to establish and maintain effective working relationships and communication with internal and external customers.
  • Must have the ability to independently problem solve, manage multiple tasks from multiple sources, prioritize work assignments and research answers to customer questions using available resources. Evidence of the ability to exercise good judgment and integrity within the work environment.

Some of the important skills, knowledge and abilities for this position include the following:

  • Problem solving
  • Coordination of many different people and resources
  • Active listening
  • Time management
  • Customer service orientation
  • Interpersonal skills
  • Positive attitude
  • Team oriented
  • Highly organized
  • Continuous quality improvement

Physical Demands

Working Activity:
6 to 8 hours: Sitting and working indoors
4 to 5 hours: Performing repetitive movements
1 to 3 hours: Grasping and standing
Less than 1 hour: Balancing, bending, climbing, crawling, driving, kneeling, pulling, pushing, reaching, twisting, walking, working at heights, working in temperature extremes and working outdoors

Lifting and Carrying:
Less than 10 pounds: 1-10 repetition(s) per hour
10 to 20 pounds: 1-10 repetition(s) per hour
20-50 pounds: Less than 1 repetition per hour
50-100 pounds: Less than 1 repetition per hour
More than 100 pounds with help: Less than 1 repetition per hour

Additional Physical Requirements:
Vision: Adequate with aid to read instructions, labels, documents, computer screens, and differentiate between colors.

Hearing: Adequate with aid to understand oral requests, telephone conversation, and PA systems.

Required Employee Program Safety Training:
Emergency action plan, emergency procedures, ergonomics (office/workplace) and slips, trips and falls.

Organization

Working at Northcentral Technical College

NTC is a customer-focused, accessible provider of innovative lifelong learning that builds a globally competitive workforce. The College’s 5,900 square mile, 10-county district includes six convenient campus locations in Wausau, Antigo, Medford, Phillips, Spencer, and Wittenberg, as well as a Public Safety Center of Excellence in Merrill, a Wood Technology Center of Excellence in Antigo, an Apprenticeship Center of Excellence in Wausau and an Agriculture Center of Excellence just north of the Wausau Campus in the Town of Maine. The Wausau Campus also features a Center for Health Sciences, Center for Business & Industry and an Advanced Manufacturing and Engineering Center of Excellence. 

2012 marks the centennial anniversary of Northcentral Technical College, recently named the 21st fastest growing community/technical college in the nation by Community College Week magazine. The College currently offers over 150 associate degree programs, technical diploma programs and short- term certificate options, with many credits transferring to Wisconsin’s four-year public and private colleges, creating a seamless path for lifelong learning. Through a variety of flexible course options (www.ntc.edu/flex), NTC is providing an additional opportunity for learners to receive a degree or certification through flexible learning opportunities including late starts, a new Virtual College and winterim courses. Additional services include programming in ELL, Adult Basic Education, and HSED/ GED, as well as a learning center and testing center.

NTC is also closely connected to the local business community through the training and development of incumbent workers. The College’s Business & Industry Solutions team works with local businesses to offer customized training, technical assistance and professional development opportunities. NTC’s Continuing Education team provides educational offerings designed to help individuals gain needed education for career advancement or change, meet professional certification and licensing requirements and develop new skills to be successful in today’s competitive workforce.

Company info
Telephone
715-675-3331
Location
1000 W Campus Dr
Wausau
WI
54401
US

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