Administrative Assistant

4 days ago

Janesville, United States Blackhawk Technical College Full time

Overview

Provide administrative support and coordination for the Public Safety and Transportation Complex (PSTC), law enforcement academies and Wisconsin Law Enforcement Standards Board instructor courses. Coordinate administrative processes and records management for the law enforcement academies and the Criminal Justice program.

This position will be open until filled, with a first review date of December 16, 2025. After this date, the recruitment may close without further notice. Interested applicants are encouraged to apply as soon as possible.

Responsibilities

Public Safety Transportation Complex (PSTC) Operations

Assist PSTC Director in planning, organizing and coordinating functions related to PSTC operations. Elevate opportunities for process improvement and support positive client and community relationships. Maintain an updated client management system for training providers, vendors/contractors and equipment suppliers. Assist with annual budget planning, monitor budget expenditures and reconcile monthly budget management reports for PSTC Director. Coordinate with other academic divisions, departments and programs to share resources and reduce costs for PSTC operations. Work with PSTC Director to communicate operational and safety policies and procedures to instructors and other staff working at the PSTC. In collaboration with the Administrative Chair - Law Enforcement and PSTC Director, assist in the coordination of offerings for instructor training, certifications and professional development; compile required training documents; ensure training hours have been recorded in State's ACADIS system; and retain records in accordance with DOJ policy. Ensure the smooth flow and coordination of information to facilitate PSTC business operations with Workforce and Community Development, the BTC business/budget office and BTC facilities staff to optimize PSTC training opportunities. Monitor inventory of capital equipment at the PSTC. Maintain PSTC inventory of office supplies and training consumables to ensure they are ordered and in sufficient stock to support PSTC programs. Organize office activities such as recycling, renovations, event planning and space needs. Collaborate and support special projects and programs such as summer and community programming.

PSTC Scheduling and Facility Rental

Assist the PSTC Director in the coordination of facilities management and scheduling of maintenance activities. Maintain software solutions for PSTC facilities management and instructor scheduling. Collaborate with PSTC Director to ensure that the software solutions align with departmental and BTC operational goals. Coordinate with Fire, EMS and Law Enforcement to use the Scheduling Management System to generate the faculty schedule. Maintain instructor data ensuring permissions and credentials are accurate and current.

* In collaboration with the PSTC Director and other stakeholders, ensure PSTC facility requests and reservations are in compliance with use policies and safety protocols.
* Work with College staff to integrate PSTC activities with the College's scheduling system (Banner) and business service system.
* Work with software vendors to troubleshoot and resolve software system issues.
* Train software users to make reservations and assist with technical and process questions.

4. Provide customer service and program support to the PSTC Director, clients, instructors, students and other community stakeholders to develop business relationships and grow training activities at PSTC.

* Monitor facility rental usage, analyze trends and develop reports with recommendations to improve facilities utilization and user experiences.
* Assist PSTC Director with rental fee structure for PSTC facilities and training equipment as authorized under BTC Policy F-200 and Procedure F-200.3.
* Assist local law enforcement agencies and associations with meeting room reservations and technology setup.



Law Enforcement Academies

Assist the Administrative Chair with the support for and coordination of academies. Serve as records custodian in compliance with all regulatory auditing requirements to include student records, instructor rosters, lesson plans and attendance records. In collaboration with the Administrative Chair, monitor changes in Wisconsin Department of Justice Training and Standards policies, processes and procedures and implement changes within academies to ensure regulatory compliance. Attend State Academy Director Meetings. Assist Training and Standards personnel during field visits and bi-annual audits. Onboard all preservice recruits including review of applications, facilitation of interview schedules, and notifications and registrations ensuring BTC and DOJ policy and procedures have been followed. Resolve front line student and faculty issues, elevating to the Administrative Chair as necessary. Plan and monitor academy graduation ceremonies including facilities, food service, and outside contracted services.

Criminal Justice Program

Oversee scheduling process for the program including entry of classes in scheduling system (CLSS/Banner). Prepare adjunct contracts mindful of budget, moving funds as necessary. Assist the Administrative Chair and Program Lead with curriculum assessments, program review and other projects as necessary. Facilitate program advisory committee meetings, maintaining membership lists, agendas and minutes.

Qualifications

Knowledge, Skills & Abilities:

Ability to manage sensitive and confidential information. Ability to utilize Microsoft Office Suite (Excel, Word, Outlook, PowerPoint). Ability to manage multiple and complex projects. Ability to problem solve and utilize data to make decisions. Ability to work effectively independently and as a team member. Ability to work with database/ERP systems. Strong attention to detail, with the ability to facilitate logistical needs of departmental programming. Detail-oriented with the ability to understand budgets and costing for training programs. Solid interpersonal, customer service, and teamwork/collaboration skills. Excellent oral and written presentation skills. Ability to organize, coordinate, and prioritize job duties adapting to constantly changing needs. Ability to interact with diverse populations.

Education & Experience:

Associate degree and a minimum of two years related work experience or a minimum of four years related work experience.

#ZR

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