Campus Assistant - Emergency Services Education Center

Overview and Responsibilities

Under the leadership of the Associate Dean of Emergency Services this position is responsible for providing administrative support for CVTC’s Emergency Service Education Center in the areas of programming/scheduling, registration and financial processing/reporting, facility concerns and coordination, office staffing, and general student/public relations.

 

Responsibilities:

• Perform general clerical functions and provide basic clerical assistance to campus staff (e.g., answer phones, data entry, schedule appointments).
• May serve as a main contact for campus recruitment, orientation and Student Life events.
• Perform facility-related duties to include opening/closing, assisting with minor multimedia issues in classrooms, and acting as point of contact for maintenance and facility related issues and incident reporting.
• Order office supplies, process purchase orders and coordinate catering requests for campus staff.
• Ensure materials are current and supplied within lobby, office and break room areas (e.g., college catalogs, magazines, flyers, forms, office/break supplies).
• Schedules campus events, rooms and training venues.
• Update calendars weekly for all rooms on campus
• Assist faculty and external users in reserving DAAT (Fitness) room, firing range, Simulation Building, RCU Building and flood house following college procedures.
• Assist with updating and maintaining message boards with campus and college-wide events.
• Demonstrate commitment to customer service standards by greeting and assisting students, employers, and other customers in person and via phone or email.
• Assist students and employers with registration, provide general course offering information, and communicate changes in class schedules.
• Serve as liaison to CVTC Student Central in answering student questions or concerns regarding financial aid, courses, etc.
• Notify students and employers of canceled classes.
• Support EMS and Criminal Justice programs by initializing and monitoring Background Check process and health requirements to maintain clinical compliance.
• Assist with administrative duties related to Motorcycle Safety, Traffic Safety and Multiple Offender courses.
• Support the EMS Program through data entry for E-Licensing.
• Support the Law Enforcement Academy through the entry of information into the Wisconsin Department of Justice RedCap database.
• Support the Fire Program by preparing and processing instructor packets, student folders and completion certificates.
• Serve as adjunct liaison and work with Human Resources in the onboarding of new adjunct instructors/trainers.
• Serve as backups to other regional campus assistants.

 

Required Knowledge, Skills and Abilities:

• Must possess excellent organizational skills, a strong attention to detail, and the ability to keep accurate records and prioritize work.
• Ability to work effectively individually and as a member of a team.
• Ability to learn new technology.
• Ability to work with many interruptions in a multi-task environment.
• Ability to use judgment, discretion, and decision-making skills in dealing with confidential and sensitive issues.
• Ability to model integrity through self-awareness, personal accountability, ethical behavior, quality standards, and sustainable practices.
• Ability to think critically by applying problem solving practices, acquiring relevant information, using technology and other resources appropriately, and evaluating alternatives.
• Ability to communicate effectively by speaking and writing clearly, concisely, and professionally; practicing active listening; reading critically and adapting communication for audience.
• Ability to recognize personal biases, adapt to different cultural situations, and demonstrate a commitment to respectful interactions with persons of various ethnic, cultural, socio-economic, or educational backgrounds.
• Intermediate knowledge of and skills with technology including software programs for communication, data collection, and decision making including, but not limited to, Office 365 Suite and Banner.

Qualifications

• Associate degree from an accredited college in Executive Assistant or related program with specialized training in areas such as customer service, office technology and/or project management required.
• Minimum of two years of experience in a professional office setting required.

 

In evaluating candidates for this position, the College may consider a combination of education, training, and experience which provides the necessary knowledge, skills and abilities to perform duties of position.

 

CVTC reserves the right