Program Assistant - Business, Arts, Sciences & Dual Enrollment

Location US-WI-Eau Claire
Posting #
Support Staff
Close Date
FLSA Status
Hourly Pay Rate/Salary
Based on hourly staff, level 2: $17.87
Hours per Week
Work Schedule
8 a.m. - 4:30 p.m. Monday - Friday. This position is customer-focused and may require the ability to adjust schedule to meet College, department and customer needs.
Anticipated Start Date
As soon as possible

Overview and Responsibilities

Under the general supervision of the Executive Dean of Business, Arts, Sciences and Academic Initiatives, this position provides administrative support and is responsible for scheduling courses, monitoring faculty workload, processing documentation for payroll, assisting students and faculty, assisting K-12 relations stakeholders, and related assignments.



  • Promote excellence through continuous process improvement and the creative pursuit of new ideas, partnerships, and systems.
  • Demonstrate commitment to providing excellent customer service.
  • Assist deans, directors, Scheduling office, K12 Relations Coordinator and program directors/department chairs with the development and modification of courses.
  • Assist deans, directors, K12 Relations Coordinator, and faculty with the development and modification of teaching schedules.
  • Ensure accurate workload calculations for faculty and make appropriate adjustments as assignments change.
  • Initiate and complete payroll documentation for faculty to include, but not limited to, letters of assignment/employment, overloads, and substitute pay in collaboration with the Human Resources and Payroll departments.
  • Identify, enter, and ensure the accuracy of all course information in Banner database for courses, contracted training and technical assistance contracts to include, but not limited to, fees, faculty assignments and workload, scheduling, and demographic information (e.g., rooms and timetable).
  • Anticipate needs and compile data into reports for accreditation and divisional needs and to assist and support deans and directors in decision making.
  • Monitor one-time and annual faculty training requirements.
  • Provide work direction for other staff as needed.
  • Process paperwork for new course curriculum and course modification in collaboration with the Curriculum office.
  • Collaborate with other campuses and agencies, including high schools, to ensure all courses are appropriately staffed.
  • Identify and provide unassigned courses to Human Resources for posting purposes and assist deans and directors with hiring adjunct faculty.
  • Assist in obtaining substitute faculty and track faculty absences.
  • Assist deans and directors in ensuring compliance with College procedures.
  • Gather textbook information from instructional departments, including high schools, and communicate to the bookstore and other appropriate parties.
  • Ensure that all course and faculty data is available in Banner for reporting purposes in collaboration with Scheduling office.
  • Serve as primary contact with Records and Registration staff during official registration times regarding program and course questions to include, but now limited to, course restrictions, approval of additional course section setup, etc., including high school dual enrollments.
  • Monitor course enrollments and process class cancellations and consolidations and communicate these changes to faculty, dual enrollment stakeholders, and students.
  • Process drop/add forms for students.
  • Provide general information to students and dual enrollment stakeholders on courses, programs, and general College procedures throughout the year and, in particular, during registration.
  • Serve as administrative assistant to assigned deans, directors, and K12 Relations Coordinator including, but not limited to, providing clerical support, completing special projects, overseeing budget expenditures, preparing purchase requisitions and invoices, etc.
  • Communicate with external stakeholders regarding dual enrollment programs.
  • Contribute to the success and goals of the division.
  • Coordinate and assist in dual enrollment special events, meetings, professional development and serve as primary contact for a number of events.
  • Monitor and order supplies for office area and general classroom/lab use.
  • Create and proof content of course promotional brochures in collaboration with Marketing and Curriculum Offices.
  • Process student applications and maintain official student participation database.
  • Maintain content on internal and external websites.
  • Maintain timeline for communication with meeting deadlines for enrollment, grading, and reporting with high school stakeholders.
  • Develop and update contracts and MOUs for dual enrollment stakeholders.

Required Knowledge, Skills and Abilities:

  • Excellent organizational and time management skills with ability to simultaneously handle multiple tasks, pay attention to detail, and utilize resources.
  • Ability to identify and implement process improvement initiatives within an office environment.
  • Ability to keep accurate records and prepare detailed reports.
  • Must possess strong math skills.
  • 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 value diversity by recognizing personal biases, adapting to culturally diverse situations, and demonstrating a commitment to equity, inclusion, and respectful interactions with persons of diverse ethnic, cultural, social-economic, or educational backgrounds.
  • Advanced knowledge of and skills with technology including software programs for communication, data collection, and decision-making including, but not limited to, Microsoft Office Outlook, Word, and Excel.


  • Associate’s degree in Executive Assistant or related field, bachelor’s degree in business or related field preferred.
  • Minimum of two years of practical office experience.
  • Experience with Banner or similar database system.
  • Experience with graphic design and Adobe Creative Cloud (Photoshop, InDesign, and Illustrator) preferred.

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.

As an equal opportunity/access employer and educator, CVTC is committed to creating and sustaining a diverse and inclusive environment. All qualified candidates are encouraged to apply.

Benefits Summary

  • Health and dental insurance for all family members
  • Life and long-term disability insurance
  • Wisconsin Retirement System (WRS)
  • 403(B) tax deferred annuity program
  • 457 deferred compensation plan
  • Section 125 flexible spending accounts
  • Paid vacation, holidays, personal and sick leave



CVTC does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The following person has been designated to handle inquiries regarding the College's non-discrimination policies: Director of Human Resources, 620 W. Clairemont Avenue, Eau Claire, WI 54701, 715-833-6334, WI Relay: 711


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