Part-Time Administrative Assistant – WCD

Req No: 2026-2241

Category:
Administrative/Clerical

Anticipated Placement: USD $18.00/Hr. * USD $22.00/Hr.

Targeted Job Start Date: Fall
2026

Overview
Position provides administrative support to Workforce and Community Development Division (WCD).
Administrative tasks performed by this position support workforce partnerships and the division’s delivery of corporate training programs,
lifelong learning and professional development classes, court-ordered traffic safety courses, commercial driver’s license (CDL) training
services, credit or noncredit classes and work-based learning opportunities for youth.

Position will average 23 hours per
week.

This position will be open until filled, with a first review date of August 31, 2026. After this date, the recruitment
may close without further notice. Interested applicants are encouraged to apply as soon as
possible.

Responsibilities
Provide Front-line Customer Service and Administrative Support

1. Serve customers
   through in-person, phone, and written communications.
2. Maintain and update the division’s training schedule in an online platform
   accessible to WCD staff and faculty.
3. Resolve frontline issues for WCD students and faculty, elevating to managers as
   necessary.
4. Coordinate with IT and maintain login and password information for WCD training rooms and software (Canva).
5. Help
   create surveys, flyers, and other communication tools for distribution to target audiences.
6. Assist with engagement activities that
   WCD supports through community involvement, outreach, or funding.

Support Instruction/Courses and Training Projects

1. Set
   deadlines and prioritize tasks to fulfill multiple training projects in various stages of completion.
2. Electronically package Service
   Agreements for client signature and track the timeline of contract fulfillment.
3. Send signed contracts to the business/budget
   office.
4. Create CRNs and enter other relevant training information into Banner.
5. Execute and communicate logistics (room
   assignments, set up, wayfinding, student textbook orders, print requests, materials and technology for the instructor, instructor packet,
   and food orders) internally and externally.
6. Help maintain accurate Letter of Agreement templates.
7. Electronically package and
   route instructor Letters of Agreement or stipend requests through an internal approval process. Ensure payroll receives all compensation
   details and help payroll reconcile discrepancies.
8. Submit authorizations to bill clients (ATBs).
9. Assist with the CourseStorm
   platform and its interfacing with Banner for Lifelong Learning courses during the registration process or for cancellations and
   refunds.
10. Help prepare classrooms and instructors to deliver Traffic Safety or Motorcycle classes.
11. Serve as a back up to the
    Community and Continuing Education Coordinator for registration, student communications, and course record-keeping to comply with state
    agency requirements for Traffic Safety or Motorcycle classes.
12. Provide logistical support for orientations, graduations, and
    certificate ceremonies for workforce programs.
13. Participate in training development and sales/marketing meetings.

Perform
Financial Activities and Purchasing

1. Execute and reconcile orders and payments for the division using procurement card or requisition
   process.
2. Maintain WCD inventory of office supplies and training consumables.
3. Ensure timely allocation and approval of
   purchasing card statements.
4. Maintain supporting records and receipts for division expenditures.
5. Contact vendors to resolve
   invoice discrepancies and reconcile errors.
6. Obtain approval for and submit budget transfer requests.

Manage and Maintain
Data, Records and Reports

1. Enter information into and extract data from systems such as Banner and Cognos.
2. Generate reports
   and share data extracted from multiple information sources.
3. Manage student records in strict compliance with FERPA
   regulations.
4. Support a client management system of instructors and vendors/clients.
5. Create and retain digital records
   associated with delivered trainings and Lifelong Learning courses.
6. Electronically compile, distribute, sort, and retain instructor
   evaluations for manager and instructor review.

Qualifications
Education & Experience:

1. Associate
   Degree in Office Technology or a related field or an equivalent combination education and work experience.
2. Two (2) years of
   administrative and/or customer support experience.

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.

To apply, visit https://careers-blackhawk.icims.com/jobs/2241/part-time-administrative-assistant—wcd/job?in_iframe=1

Blackhawk Technical College does not discriminate on the basis of race, color, national origin, sex, gender identity,
disability, or age in employment, admissions or its programs and activities. The following person has been designated to manage inquiries
regarding the nondiscrimination policies: Title IX Coordinator/Equal Opportunity Officer, 6004 S County Road G, P.O. Box 5009, Janesville,
WI 53547-5009, (608) 757-7796 or (608) 757-7773, WI Relay: 711.

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