Program Assistant, Youth Apprenticeship Program LTE

Description:

About Us:

The College and Career Readiness Team is a high-performing team supporting the largest consortiums of schools in the state of Wisconsin. Through collaboration and partnerships, our team empowers students to explore a range of options, providing relevant experiences to start them on their individualized career path. Our team is composed of education, information technology, and school counseling professionals, all working collaboratively to efficiently and effectively drive improved outcomes for schools and employers. Our customers have rated our services as world-class based on Net Promoter Scores. If you are a creative and independent risk-taker with an entrepreneurial mindset, you will be a great fit for our team. We set high expectations and seek team members who are focused on the success of our teams and the people we serve.

SUMMARY:

The Program Assistant will provide comprehensive administrative support to our programs and team members. The ideal candidate will be skilled in accurate data entry and proficient in navigating multiple platforms and spreadsheets. Experienced in managing and organizing large datasets, ensuring quality and consistency, and generating clear reports. Adaptable, detail-oriented, and reliable, with strong organizational and communication skills to support efficient program operations.

ESSENTIAL FUNCTIONS:

Program Support

• Assist in data entry and maintenance of records related to program enrollments, completions, and certification requirements.
• Assist with program coordination, including scheduling meetings, organizing materials, and preparing relevant documents.
• Maintain program databases, update records, and generate reports as needed.
• Support program managers in monitoring program process, tracking deadlines, and ensuring timely completion of tasks.
• Help organize and coordinate program-related events, workshops, and conferences.

Administrative Support:

• Provide general administrative assistance, including managing calendars, contract generation, and scheduling appointments.
• Assist with the development of promotional materials.
• Assist with planning and organizing materials for workshops and conferences.

Communication and Collaboration:

• Liaise with internal stakeholders, external partners, and program participants to facilitate effective communication and coordination.
• Handle incoming and outgoing mail, emails, and phone calls, directing inquiries to the appropriate staff members.
• Collaborate with colleagues across service lines to ensure seamless cross-functional cooperation.
• Provide assistance with social media content creation as requested.
• Perform other duties as assigned.

Requirements:

POSITION QUALIFICATIONS:

The successful candidate will possess the following:

• 1+ years of experience in an administrative role or related area.
• Ability to work in a fast-paced environment with minimal supervision while exercising good judgment and prioritization of tasks.
• Excellent communication and interpersonal skills.
• Proficient in the use of Microsoft Office Suite applications, Google Suite, video conferencing platforms, and the ability to quickly learn and adapt to new software platforms including but not limited to Hubspot, PandaDoc, Jotform, Adobe Acrobat, Canva, and social media web platforms.
• Exhibit a high degree of confidentiality of sensitive information and process and handle confidential information with discretion.
• Work effectively, professionally, and tactfully with internal agency staff and external clients.
• Ability to set and meet high standards of customer service (internal and external).

WORK ENVIRONMENT / PHYSICAL DEMANDS:

Work Environment:

• Ability to work in a professional and flexible office environment, with or without visual and audible distractions.
• Ability to work in multiple settings, including varied agency, school or work-related sites or a home office environment.
• Ability to work in a fast-paced environment.
• The position may require extended hours including occasional early morning or evenings based on planned event and location.
• The position may require travel within the consortium.

Physical Demands:

• While performing the duties of this position, the employee is occasionally required to stand, walk, sit, use hands to finger, handle or feel, and reach with hands and arms.
• The employee is regularly required to effectively communicate in person, via phone, and in writing.
• The employee may be required to drive between locations (schools, businesses, or offices) to provide direct service as applicable to specific meetings and events.
• The employee may occasionally lift or move equipment, office products, and supplies, up to 20 pounds.

View CESA 6 Values here

Contact:
Tania Kilpatrick
tkilpatrick@cesa6.org
920-236-0531

In compliance with the Americans with Disabilities Act, CESA 6 will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and current employees to discuss potential accommodations with the employer.

CESA 6 is an equal opportunity employer and is committed to providing a workplace free from discrimination and harassment. We expect every member of our team do their part to maintain an environment where everyone has the opportunity to feel included, feels respected and receives the dignity they deserve.

Decisions related to hiring, compensating, training, and evaluating performance are made fairly, and we provide equal employment opportunities to all qualified candidates and employees. We take responsibility for always striving to create an inclusive environment as a Gallup best places to work employer that makes every employee and candidate feel welcome.