Program Assistant - River Falls

Location: River Falls, WI. Full-time, non-exempt position. Starting hourly rate of $21.01 - $26.29, commensurate with qualifications.

About the Role

This Program Assistant position provides administrative support to the River Falls campus in programming/scheduling, registration and financial processing, facility coordination, office staffing, and student/public relations.

Responsibilities

• Demonstrate commitment to customer service standards.
• Perform general program/division support for Nursing, Nursing Assistant, and River Falls academic programs.
• Provide customer service and general clerical functions for the office.
• Perform administrative and decision-making tasks in the absence of academic deans and associate deans.
• Serve as administrative assistant to academic deans and associate deans by providing clerical support, completing special projects, preparing purchase requisitions, and coordinating campus and community events.
• Assist academic deans/associate deans in ensuring compliance with college procedures.
• Coordinate the nursing pinning ceremony for fall and spring terms at the River Falls campus.
• Serve as backup support for the River Falls campus, assisting the Campus Manager and Campus Assistant with operational and administrative functions as needed.
• Develop instructor schedules for River Falls nursing and all nursing assistant faculty and calculate workloads for these faculty.
• Maintain financial records to record monies for tuition payments, testing fees, criminal background checks, etc.
• Identify, enter, and ensure accuracy of special fees, instructor assignments, and faculty workload for nursing and nursing assistant courses in the Banner database.
• Provide support, direction, training, and general information to students regarding accessing SIS, CVTC email accounts, signing up for payment plans, printing class schedules, transcript and grade reports, FAFSA, etc.
• Process student drops/adds/refunds, withdrawals, etc.
• Provide support, direction, training, and general information to full-time, part-time, and adjunct instructional staff regarding college policies and procedures (e.g., hiring processes, payroll procedures, accessing CVTC email, SIS, Web for Faculty).
• Assist Deans/Associate Deans, scheduling office, and Program Directors/Department Chairs with the development and modification of instructor and course schedules.
• Assist Dean of Nursing and Talent & Culture with hiring adjunct instructors for nursing assistant.
• Calculate, verify, monitor, and revise full-time and part-time instructor schedules in accordance with faculty guidelines, including course loads and travel.
• Assign adjunct instructors to courses under the direction of assigned Academic Deans/Associate Deans.
• Monitor course enrollments during the registration process and provide recommendations to deans/Associate Deans for adding or cancelling classes.
• Identify, enter, and ensure accuracy of all course information in the Banner database for credit courses, continuing education courses, contracted training, and technical assistance contracts (e.g., fees, faculty assignments, workload, rooms, timetable).
• Initiate and process paperwork for new course curriculum and course modifications in collaboration with the Curriculum office.
• Process class cancellations and communicate with instructors and students.
• Assist with payroll documentation for faculty including overload and substitute pay in collaboration with Payroll, Dean, and/or Health Program Assistant.
• Send health history letters and background check information to all CVTC nursing and allied health students upon admission.
• Process Minnesota Background Checks with the state of Minnesota Net Study for all CVTC River Falls nursing and allied health students per clinical timeline.
• Collect student health history information and criminal background checks, assist with uploading documentation into clinical compliance software, and communicate with students to obtain missing information.
• Provide completed documentation to the Clinical Compliance Coordinator, Clinical Director, and instructors.
• Assist with sending program-specific communications to students.
• Assist Program Director with new student welcome activities.
• Serve as a test proctor at the River Falls campus during spring, fall, and summer terms as needed to assist Accessibility Services and nursing program needs.
• Serve as the point of contact for troubleshooting and training with nursing-specific technology and software at the River Falls campus (e.g., ExamSoft, ATI, Lockdown browser, Clinician Nexus, iPads).

Requirements

• Associate degree in Administrative Professional or a related field.
• Minimum of three years of office experience required.
• In evaluating candidates, the College may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform duties of the position.

Skills

• Knowledge of customer service, office organization and staffing, general finance and bookkeeping, and basic facility oversight experience.
• Strong creative thinking, math, and technology skills.
• Ability and willingness to become trained in blood-borne pathogens, CPR/AED, and Mental Health First Aid.
• Ability to work both independently and as a member of a team.
• Ability to pay close attention to detail and prioritize multiple work assignments while maintaining flexibility.
• Ability to use judgment, discretion, and decision-making skills in dealing with confidential and sensitive issues.
• Detail-oriented to ensure course and instructor data is accurate and available in the Banner database for state reporting purposes.
• Ability to conceptualize and execute complex schedules, workloads, room utilization, and staffing.
• 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.
• Advanced knowledge of and skills with technology including software programs for communication, data collection, and decision-making (e.g., Banner, Office 365 suite, SharePoint, Lumens, Cognos, Google Calendar).

Schedule

• 40 hours per week.
• 7 a.m. - 3:30 p.m., Monday - Friday.
• This position is customer-focused and may require the ability to adjust schedule to meet College, department, and customer needs.

Benefits

• 3 – 4 weeks of paid vacation time based on years of service.
• 11 paid holidays.
• Paid winter break (varies each year, at minimum includes days between Christmas and New Year’s).
• Paid summer break (the week of July 4th).
• 4 paid personal days.
• 3 weeks (15 days) paid sick time annually, cumulative to 135 days (1,080 hours).
• Paid bereavement time.
• Paid volunteer time.
• Tuition reimbursement up to $2,500 annually (eligibility requirements apply).
• Health insurance for employee, spouse, and dependents with attached Health Savings Account (HSA); CVTC contributes $3,400 annually for a family plan or $1,700 annually for a single plan to your HSA.
• Wellness incentive of up to $600 for employees enrolled in CVTC’s health insurance.
• $2,500 cash-payment in lieu of CVTC health insurance coverage for employees with credible coverage through another source.
• Dental and vision insurance for employee, spouse, and dependents.
• Life and long-term disability insurance premiums paid by CVTC.
• Wisconsin Retirement System (WRS), CVTC matches 7.2%, vested at 5 years of credible service.
• 403(b) tax deferred annuity program.
• 457(b) deferred compensation plan.
• Section 125 flexible spending accounts.
• Employee Assistance Program (EAP).
• Professional development opportunities.
• Certified Gold Level Family Friendly Workplace (FFW).
• Access to expansive collection of college and public library resources for personal and professional use.
• Free or low-cost services offered by CVTC program students (e.g., computer repair, automotive repair, Shear Inspiration Salon and Spa, aesthetician services, 620 West restaurant and culinary pop-ups).
• Benefits begin on the first date of employment.