Division Administrative Specialist

LAKESHORE'S MISSION:
Transform individuals to strengthen our communities through innovative and accessible learning.
Full-time Benefits Include:
Competitive health, dental, vision insurance
Up to $3,000 in tuition reimbursement annually | Professional development and growth opportunities
6.9% Wisconsin Retirement System (WRS) savings - matched dollar for dollar | 403(b) and 457 retirement savings options
College paid life and disability insurance | Health and dependent care Flex Spending Accounts 
Onsite fitness center and walking path | Up to 8 weeks paid New Child Leave
Onsite wellness screenings
Lakeshore also offers generous paid time off starting with 10 days of vacation, 9 days of sick time, 6 days of personal leave,
10 holidays, and a one-week winter break.
Additional Perks:
Local discounts on food, entertainment, and events | Discounts on cell phone plans and rental cars
Common Read events | Culinary experiences from onsite emerging chefs | Identity theft protection
“Dress for your day” | Employee recognition and appreciation events
Campus closed six Fridays during summer

Benefits begin the first of the month coinciding with or following hire.
For additional information on our vast array of benefits, read through our benefits guide. 
SHIFT:  Day/evening/weekend hours | Flexible based upon the needs of the College
LOCATION:  Lakeshore College – Cleveland, Wisconsin
POSITION SUMMARY: Provide administrative support and customer service for the Business, Education and Culinary Arts division. Understand organizational core processes as they relate to department activities and college initiatives. Manage the scheduling process utilizing administrative system software within the institutional areas of responsibilities. Use college systems to obtain information for reports and in making decisions. Perform job responsibilities without direct supervision; maintain confidentiality and ability to deal with all situations. Provide outstanding customer service, high visibility, and communications to all customers by promoting a positive image of the college internally and externally. 
REASONABLE ACCOMMODATIONS/ADA: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
ESSENTIAL JOB FUNCTIONS (Other duties may be assigned):
(70%) Program/Course Support

• Support and assist the faculty in day-to-day activities as needed.
• Design and coordinate multiple program, instructor, and student schedules for assigned areas. Ensure accuracy of class offerings, troubleshoot, and resolve conflicts.
• Coordinate class enrollment activities including the monitoring of class enrollment, management of wait lists, and maintaining of wait list monitoring report. Communicate with students regarding class enrollments and cancellations.
• Collaborate with other instructional areas for course offerings and room scheduling.
• Utilize and maintain functional knowledge of software systems within the institutional areas of responsibilities and complete scheduling according to the scheduling process timeline.
• Coordinate and support advisory committee meeting activities and action items resulting from meetings.
• Provide support to students on an as-needed basis including advising students on course availability and other inquiries.
• Advise student services staff on program schedules, content & processes, and facilitate communication between program representatives, admission specialists, advisors, faculty, associate dean, and dean.
• Coordinate and maintain instructional materials with the bookstore.
• Coordinate programmatic updates using systems and processes established by the institution.
• Run queries and track student progress in courses for program course planning.
• Coordinate and schedule team meetings, take minutes and distribute to team members.
• Assist in planning, organizing, and executing program recruitment events.
• Responsible for supporting basic accounting functions for programs such as expense tracking, budget monitoring, and inventory monitoring.
• Coordinate the course program/curriculum review process for assigned program areas and maintain documentation and materials including course catalog and curriculum.
• Assist in the development and maintenance of scheduling matrices and course scheduling for Adult Education/ELL courses and college programs.
• Prepare, send, track, and bill HSED High School contracts.
• Proctor tests on as-needed basis. 

• Project preliminary staffing needs and coordinate work assignments for assigned program areas.
• Analyze, evaluate, and calculate instructional workloads.
• Assign part-time workload.
• Calculate and assign course payment using the teacher assignment process for part time and full-time faculty.
• Prepare payment for non-instructional activities.
• Assist Dean and Associate Dean in new employee activities relative to hiring and training.   

• Provide Grants Management Support for program related grants. Enter enrollments, attendance, and assist with grant reporting.
• Coordinate support for QRP, TSA, and other special projects for assigned program areas. 

• Participate in department meetings and professional growth activities. Represent division on committees as assigned.
• Provide backup office support and customer service in absence of the division Team Leads.
• Participate in decisions and service improvements for the division.

• Associate degree from a regionally accredited college or university in a related discipline required.
• Two to three years' relevant occupational experience required.

• None

• Knowledge of Lakeshore's mission, vision and strategic direction. 

• Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook, etc.).
• Excellent written and verbal communication skills.
• Strong organizational and time management skills. 
• Effective interpersonal skills and customer service skills. 
• Strong critical thinking and problem-solving skills. 

• Adapt quickly to new and changing technology.
• Perform work accurately and thoroughly, with a high level of accountability and attention to detail.
• Work independently, as part of a team and/or with minimal supervision.
• Present self in a professional, ethical, and respectful manner at all times.
• Use discretion and maintain a high level of confidentiality.
• Prioritize and manage multiple projects or tasks, maintaining deadlines.
• Establish and maintain effective working relationships and relate successfully with staff, students and people of diverse cultural, social, or educational backgrounds.

• While performing the duties of this job, the employee is regularly required to sit and talk or hear.
• The employee frequently is required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.
• The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Work environment may require multi-tasking.  
• The noise level in the work environment is usually moderate.