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Administrative Assistant, Engineering & Advanced Manufacturing

Employer
Northcentral Technical College
Location
Wausau, WI

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Job Details

Position Description

NTC full-time employees are provided with an exceptional paid leave package:

2 (two) weeks of paid College closure One week between Christmas – New YearWeek of July 4th10 (ten) Vacation days upon hire and prorated the first year through June 30, 2023 12 (twelve) vacation days on July 1, 202315 (fifteen) vacation days of vacation after 3 years12 (twelve) sick days per year

Typical schedule will be Monday through Friday, eight hours per day between the hours of 7:30 a.m. – 4:30 p.m., with an unpaid hour lunch break. While these hours are typical, they may be subject to change as workload and needs of our customers and work areas change

Serve as administrative assistant for the School of Engineering and Advanced Manufacturing, and to a variety of faculty teams, within NTC’s Operating Principles.

Salary: Starting at $20.03 per hour, based on qualifications. Duties & Responsibilities

  • Provide administrative support to the Dean, Associate Dean, Learning Coordinator and faculty in the School of Engineering and Advanced Manufacturing and other Learning areas as assigned.
  • Serve as the primary receptionist for designated Schools. This includes effective interaction with internal and external customers to answer questions, schedule appointments, take messages, provide information and assistance, and research and draft responses to concerns in a pleasant and professional manner.
  • Coordinate the calendars of the administrative team, including scheduling meetings, faculty update meetings, and external partnership meetings. Utilize critical thinking skills to make calendar adjustments as necessary.
  • Work within NTC's computer system and software (Outlook, Workday, PeopleSoft, Perceptive Content, etc.) to maintain calendars, gather and supply information, etc.
  • Coordinate meetings as requested which includes scheduling, taking minutes at meetings, preparing meeting agendas and materials.
  • Coordinate advisory committee meetings including scheduling, sending invitations, supporting committee chairperson’s, maintaining accurate contact information for committee members, preparing agenda, reserving conference rooms, ordering and coordinating catering, preparing meeting materials, taking minutes and conducting follow up as needed.
  • Coordinate the interview process for vacant instructor and staff positions within the School of Engineering and Advanced Manufacturing, including contacting candidates, scheduling interviews, supplying supporting information to candidates (background check access, etc.), organizing suitable rooms and materials, and welcoming interview candidates on arrival.
  • Initiate and maintain office workflow and record management compatible with the other departments within the institution. Maintain student files as required by outside agencies. Accurately operate and maintain all office equipment.
  • Maintain affiliation agreements between NTC and outside agencies including composing, updating, obtaining signature, and maintaining updated files.
  • At the request of the Learning division, monitor and prepare NTC's budget system to print out budget reports, complete budget forms, and write and process budget transfers. Enter purchase orders, coordinate travel arrangements, and prepare payment authorizations and reimbursements.
  • Assist with course scheduling process with the guidance of the Learning Coordinator and/or Academic Excellence team.
  • Serve as primary contact for faculty in the event of class cancellation. As directed, contact students to communicate class cancellations and/or scheduling changes as necessary.
  • Responsible for preparation of teaching assignment documents to include calculating and entering instructor pay for staff accounting. Submit faculty additional pay requests for assigned Schools and other Learning divisions.
  • Assist with divisional coordination of the textbook and course material information gathering process to ensure Campus Store have the correct items listed for each term of courses.
  • Request facility or IT resources as needed though College system. Follow up and ensure issues are accurately resolved in a timely manner.
  • Order and maintain office supplies and equipment.
  • Maintain the highest level of security and confidentiality of all information.
  • Other duties as assigned.

This listing is not inclusive of all duties and responsibilities, which may be assigned, but are only listed as typical. 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

A minimum of two years post-secondary education appropriate to position responsibilities with at least four years related experience. Additional appropriate experience will be considered as an equivalent to two years of post-secondary education and related experience. This position must demonstrate the ability to assume responsibility without direct supervision, exercise initiative and judgment and make decisions within the scope of authority. Customer focused with the desire to work with a diverse student population. Must be detail-oriented and possess strong organization skills. Candidates must demonstrate proficiency in oral, written and electronic communication skills, including computer technologies such as Microsoft Outlook, Teams/Zoom, Word, Excel, and PowerPoint, with a minimum keyboard speed of 45 wpm.

Physical Demands

6 to 8 hours: Performing repetitive movements, sitting and working indoors

4 to 5 hours: None

1 to 3 hours: Bending, grasping, pulling, pushing, reaching, standing and walking

Less than 1 hour: Balancing, climbing, crawling, driving, kneeling, twisting, 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 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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