Administrative Support II - Career Services

Job Category

Regular Support Staff

FVTC Worksite

Appleton Main Campus

Hours Per Week

40

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Job Description Summary

The Administrative Assistant II – Career Services provides administrative, operational, and customer service support for Career Services and the Advising, Counseling & Career Services (ACC) office. Serving as a primary front-line resource for students, employers, faculty, staff, and community members, this position plays an important role in supporting efficient daily operations, exceptional customer service, and Career Services programs and initiatives.

Under the guidance of the Department Manager and/or designated departmental leads, this position coordinates Career Services scheduling, departmental communications, technology support, employer engagement activities, event logistics, purchasing processes, marketing and social media activities, accessibility initiatives, and other Career Services administrative functions. The position also provides front-line support within the shared ACC office and works collaboratively with other administrative staff and department employees to maintain service continuity and appropriately escalate complex or higher-risk situations.

Job Description

Essential Functions and Responsibilities

The following duties are primarily performed and are essential for this position.  Employees are expected to be able to perform each of these job duties satisfactorily to be qualified for the position.  Other duties may be required and assigned.

• Serve as a primary front-line resource for students, employers, faculty, staff, and community members by providing exceptional customer service, responding to routine inquiries, providing information regarding Career Services and ACC resources, scheduling services, and directing individuals to appropriate college resources.

• Provide front-line administrative and customer service support for the ACC office, including greeting students and visitors, answering phones, scheduling appointments, maintaining calendars, processing routine requests, and supporting established office procedures.

• Participate in established ACC front-office coverage schedules and collaborate with other administrative staff, departmental leads, managers, and other ACC employees to maintain consistent student service and office operations.

• Independently resolve routine student and customer service needs within established procedures and follow established ACC front-office procedures, service standards and emergency protocols regarding handling of complex, non-routine, sensitive, or high-risk situations requiring higher-level interventions.

• Maintain required training and professional development related to student support, crisis awareness, behavioral concerns, de-escalation, emergency procedures, referral protocols, customer service, and campus resources. Recognize situations requiring additional intervention, provide appropriate initial support, and promptly escalate complex, crisis, behavioral, or safety-related situations in accordance with established college and departmental procedures.

• Identify opportunities for improvement and communicate recommendations to other administrative staff or departmental leadership.

• Coordinate Career Services scheduling activities, including appointments, presentations, workshops, meetings, employer recruiting activities, career fairs, and special events.

• Serve as a primary administrative resource for Handshake and related Career Services technology platforms by processing employer approvals, job postings, event registrations, account updates, data maintenance, basic troubleshooting, and customer support requests in accordance with departmental procedures.

• Support Career Services technology initiatives by assisting with system testing, troubleshooting, documentation, data maintenance, user support, and communication related to system updates and enhancements.

• Coordinate administrative and logistical support for career fairs, employer networking events, recruiting activities, workshops, presentations, and workforce development initiatives, including facility coordination, registration management, vendor communication, catering coordination, materials preparation, event setup, and follow-up activities.

• Coordinate departmental marketing and communication activities, including creating, scheduling, and maintaining social media posts, promotional materials, videos, digital communications, website updates, email communications, and outreach activities supporting Career Services programs, employer engagement initiatives, workshops, recruiting events, and career fairs. Collaborate with Marketing and Communications staff and follow established college branding and communication standards.

• Serve as the departmental accessibility resource by reviewing Career Services documents, presentations, forms, marketing materials, videos, and digital content to support compliance with accessibility standards and institutional requirements. Represent Career Services on accessibility-related committees, training initiatives, and continuous improvement efforts.

• Under the guidance of the Department Manager or Department Lead, coordinate purchasing activities, vendor payments, invoices, PCard documentation, expense tracking, and related financial records in accordance with college procedures while maintaining accurate records related to departmental expenditures and event costs.

• Collect, organize, and maintain Career Services data related to employer engagement activities, student participation, career fairs, event attendance, survey responses, service utilization, and departmental outcomes.

• Assist with preparing and maintaining reports, presentations, spreadsheets, surveys, departmental calendars, correspondence, and other documentation supporting Career Services planning, assessment, and operational needs.

• Coordinate administrative processes related to Career Services interns, student employees, and temporary staff, including onboarding documentation, scheduling, timekeeping, communications, and record maintenance.

• Maintain Career Services procedures, training materials, operational documentation, records, forms, shared resources, and administrative workflows to support consistency, efficiency, accessibility, and knowledge transfer.

• Provide routine front-office coverage and occasional backup administrative support within ACC as operational needs require. Responsibilities designated to higher-level administrative staff and complex student situations should be referred or escalated in accordance with established departmental procedures.

• Support Career Services activities at regional campuses and other college locations by coordinating communications, resources, scheduling, event logistics, and administrative processes.

• Participate in departmental meetings, committees, training activities, accessibility initiatives, and continuous improvement efforts.

• Perform other related duties as assigned.

Non-Essential Functions and Responsibilities

• Assist with developing, administering, and coordinating student, employer, alumni, and stakeholder surveys.

• Proofread departmental communications, event materials, marketing content, and other materials distributed to internal and external customers.

Minimum Qualifications

Education and/or Experience Requirements

• Associate Degree in Administrative Professional, Business Management, Office Administration, Marketing, Communications, or a related field.

• 2-3 years of recent, related experience in administrative support, customer service, office coordination, student services, business operations, or a related area.

Preferred Qualifications

• Experience working in an educational institution or other s