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Administrative Assistant- West Bend Campus Dean/Grants Specialist

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Job Details

Overview:

Applications are being accepted for a full-time Administrative Assistant-West Bend Campus Dean/Grants Specialist at Moraine Park Technical College, Fond du Lac Campus. This position provides technical assistance and administrative support to the Dean of the West Bend Campus and the Grants Office. 

Summary of Work Schedule-Academic: Monday - Friday, 8:00 a.m. - 4:30 p.m.
Total Hours/Week-Academic: 37.5
Summary of Work Schedule-Summer: Monday - Thursday, 7:30 a.m. - 4:30 p.m.
Total Hours/Week-Summer: 34
Weeks per year: 52

Hiring range: $21.52 - $25.32

Applications will be accepted until the position is filled; however, initial review of applicants will take place November 30, 2022.
 
Beginning: Immediately


Responsibilities:

 

  1. Provide technical and administrative support (at times in confidential matters) to the West Bend Campus Dean. Serve as the campus communication contact for the community, staff and students in the absence of the Campus Dean. Assist in the planning and preparation of team meetings, events, and course/program development for the West Bend Campus. Assist on-site community partners (WFDC and EDWC) with building requests.
  2. Working with a cross-functional work group, ensure accurate submittal of WTCS Client Reporting System and other grant records consistent with WTCS and other reporting requirements. Review and research client reporting errors and work with members to resolve errors. Facilitate Client Reporting training for grants data entry in ERP. Gather data on grant financials and students served and disseminate the information to appropriate stakeholders.
  3. Coordinate meetings for the Grants Office to include organizing all pre- and post-grant award meetings, recording minutes, and distributing information. Schedule meetings and coordinate the calendars for grant managers and grants coordinators. Maintain grant calendar critical due dates and relay information to grant staff via calendar invites and grants portal. Responsible for maintaining and updating the grants portal webpage, making weekly updates of calendars, minutes and grant forms. Review draft grant applications prior to submission.
  4. Verify coding and figures on expense vouchers, purchase requisitions, mileage reports, and other district forms. Coordinate preparation of work team budget including preparation of materials for Dean. Reconcile p-card transactions. 
  5. Coordinate the communication of information to the West Bend Campus and work teams. Assist the West Bend Campus Dean with communication to College staff, students, and general public. Assist the West Bend Campus Dean and AMTC partners with gathering data for the annual AMTC report. Assist with coordinating campus community activities such as YMCA Corporate Challenge, United Way Campaign and February Lecture Series.
  6. Set up and maintain accurate, up-to-date files and documents for West Bend Campus Dean.
  7. Assist in the training and assigning of work to work study students, temporary staff, and interns. 
  8. Perform other duties as assigned.

Qualifications: 

 

  1. Associate degree in a business, communications, or administrative professional.   
  2. Two years’ related work experience. Experience working with federal and/or state grants is preferred.
  3. Any combination of equivalent training and experience which provides desired knowledge, skills and abilities. 
  4. Thorough knowledge of office practices, procedures, terminology, and equipment including the ability to type 50 wpm.
  5. Extensive and demonstrated knowledge and ability in Microsoft Office, an Enterprise Resource Planning (ERP) system (Banner preferred), and federal grant agency databases.
  6. Demonstrated ability to compile data for reports and to compose appropriate correspondence.
  7. Demonstrated ability to set up and maintain accurate, up-to-date files and records
  8. Willingness to take initiative, work independently and make decisions with minimal direction.  Must demonstrate strong organizational and time management skills with the ability to prioritize projects with routine assignments.
  9. Strong written and oral communication skills.
  10. Demonstrated ability to work effectively with diverse populations by promoting and maintaining an inclusive work environment and culture that is respectful and accepting of diversity.

Benefits Summary:
WI Retirement
Group Life Insurance
Group Health Insurance
Group Dental Insurance
Group Vision Insurance
Long Term Disability
Short Term Disability
Paid Time Off
Paid Holidays
Flexible Spending
403(b)/457 Deferred Comp-Voluntary Retirement Savings Program Options
Wellness Program
Professional Development
Educational Assistance
Employee Assistance Program


 

Organization

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