Executive Assistant - Academic Affairs

This position provides administrative assistance to the Vice President of Academic Affairs and assists in the coordination of the Faculty Quality Assurance System (FQAS). This position also serves as liaison to staff on the Vice President's behalf. Responsible for developing, implementing, and evaluating processes and procedures within the Academic Affairs division. The individual in this position must handle and process sensitive and confidential information.

This position will be open until filled, with a first review date of November 3, 2025. After this date, the recruitment may close without further notice. Interested applicants are encouraged to apply as soon as possible.

Wisconsin Technical Wisconsin Technical College (WTCS) - Faculty Quality Assurance System (FQAS) Coordination

Coordinate the FQAS credentialing and professional development processes at BTC.
1. Assist instructional supervisors in the development of job postings for instructional positions to ensure they meet HLC, FQAS and program accreditation agency credentialing and occupational experience requirements.
2. Assist instructional supervisors in review and completion of the minimum qualifications' materials for instructional positions. Reviewing position credentials and documents such as transcripts to ensure all items are properly documented. Collect necessary approvals as needed.
3. Assist instructional supervisors in managing and tracking Professional Development Plans as needed for instructors to reach minimum qualifications.
4. Ensure all credential documents for instructional positions are provided to Human Resources for placement within Personnel Files.
5. Coordinate the Part-time Faculty Evaluation Process with Instructional Supervisors
6. Provide guidance to faculty and administrators on maintaining personnel documentation required for HLC, FQAS, and program accreditation requirements.
7. Assist in producing FQAS reports as required by WTCS.
8. In collaboration with Instructional Design Specialist, assist with FQAS training sessions for instructors and supervisors. Presenting at training and in-service sessions, as necessary.
9. Serve as BTC representative and attend all WTCS FQAS events and meetings to collaborate with FQAS coordinators across WTCS institutions.

Executive Assistant to the Vice President

1. Assists the Vice President with implementation of activities and projects to support the College mission and strategic plan. Communicate directives verbally and in writing.
2. Facilitate meetings including scheduling, preparation of agendas, assembling and distributing support materials, and taking minutes.
3. Compile data and write reports as directed by the Vice President.
4. Assist in the preparation of Office of Academic Affairs communications including emails, letters, memoranda, and presentations.
5. Contact and receive calls from staff at all levels on behalf of the Vice President, answer questions, locate information for staff, interpreting district instructional policies, and evaluate issues in terms of priority. Facilitate problem-solving when the Vice President is absent.
6. Maintain a comprehensive Academic Affairs Outlook calendar.
7. Manage travel for the VP of Academic Affairs, function as the Concur delegate for review of all VP travel approvals for faculty and staff.
8. Develop, monitor, review, and reconcile office budgets and expenditures. Process external invoices. Enters requisitions and procurement card purchases for department.
   
   

Office of Academic Affairs Records Management.

1. Maintain the Office of Academic Affairs records retention plan, train division staff, and monitor compliance with the College Records Officer. Determine when files will be purged, and which will be designated for storage.
2. Track BTC submissions of WTCS Program action files and manage college records of WTCS actions. Produce the annual "Programs Approved for Operation" list for approval at the annual District Board meeting in January.
3. Responsible for maintaining confidential files.

Knowledge, Skills & Abilities:

1. Strong customer service skills through in-person, phone, and other communication methods with the ability to communicate facts, explain procedures and answer questions from instructional supervisors, staff, and students.
2. Strong verbal communication skills with ability to present information to internal audiences.
3. Strong computer skills including MS Office Suite and Adobe Acrobat Pro.
4. Ability to comprehend, interpret, and instruct staff in BTC's implementation of FQAS (re. WI Admin. Code Chapter TCS 3).
5. Ability to manage sensitive and confidential information.
6. Ability to work independently with minimum instruction or supervision.
7. Ability to organize, coordinate, and prioritize assigned job duties.
8. Ability to manage multiple projects effectively in an environment with frequent interruptions.
9. Knowledgeable in creating and maintaining an environment that promotes cultural diversity and inclusion.
10. Knowledgeable on implementing continuous process improvement to ensure smooth functioning of division operations.

Education & Experience:

Minimum Qualifications:

1. Associate degree in administrative professional, office management, business or a related field.
2. Four (4) related work experience.

Desired Qualifications:

1. Bachelor's degree in business, communications, or related field.
2. Experience directly supporting an executive leader.

Blackhawk Technical College does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.