SUMMARY

Join an organization that understands that work culture and work/life balance are so important to the happiness of our employees! Come join the Gateway family where a generous vacation and benefits package is the norm. Sick and Vacation time (prorated) available on Day 1, as well as Medical, Dental, and Vision benefits should you elect to enroll.

The Administrative Assistant provides confidential administrative support, ensuring efficient and effective functioning of all administrative process for the Business Office and Facilities Division. This position plays a crucial role in supporting the division's operations while maintaining confidentiality. The role requires professional and confident interaction and communication with employees at all levels, external stakeholders, and the community.

This position reports to the CFO/Vice President of Finance and Administration.

See for yourself how our employees are the foundation of our students' continued success!
Apply today to join the Gateway Family!

RESPONSIBILITIES

Office Management:

• Independently provide confidential administrative and day-to-day operational support delegated to the assigned administrator.
  • Schedule appointments, and coordinate meetings
  • Prepare correspondence independently or from instructions; drafts, prepares, and edits a wide variety of materials.
  • Organize and maintain physical and electronic files and records, including sensitive and confidential information.
  • Handle incoming and outgoing communication, including emails and phone calls, with discretion and professionalism.
  • Arrange travel itineraries and accommodations as needed.
• Interpret and apply rules and regulations appropriately in day-to-day operations.
• Resolve conflicts or discrepancies in a timely and effective manner.
• Maintains records of expenditures and other financial records.

Project Support:

• Compiles information and data from a variety of sources for reports and assists in the preparation; conducts research as required.
• Maintain efficient tracking of tasks and projects to ensure timely completion for the business of the division.
• Monitor and track operational activities, ensuring compliance with established guidelines.

Documentation and Reporting:

• Prepare, review, and edit documents, including policies, procedures, and reports.
• Maintain accurate records and documentation related to operational activities.
• Generate regular reports on operational performance or compliance metrics.

Additional Responsibilities:

• Performs other duties as assigned

Please note the above is not designated to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job with or without notice.

WHAT YOU NEED TO SUCCEED IN THE POSITION

MINIMUM QUALIFICATIONS:

• Associate degree with 3 years of recent experience supporting a manager or above

OR

• 5 years of recent experience supporting a manager or above

PLUS

• Proficiency in office software

Other required knowledge skills and abilities:

• Collaborative Contributor: the willingness and ability to work effectively with others towards common goals and objectives.
• Service Focused: a commitment to providing excellent service and prioritizing the needs of others.
• Proficiency in thriving within fast-paced settings, adept at swiftly adapting to changing demands and priorities.
• Capacity to efficiently handle a substantial workload and projects independently or with minimal supervision.
• Skillful in employing creative thinking and responding promptly to urgent situation or events, ensuring efficient and effective resolutions.

SUPPLEMENTAL INFORMATION

DIVISION/LOCATION: Business Office/ Kenosha Campus COMP GRADE: 27FLSA DESIGNATION: Non-exempt
START DATE: ASAPCONDITIONS OF EMPLOYMENT:

• Candidates must be legally authorized to work in the United States on a permanent basis. Verification of employment eligibility will be required at the time of hire. Visa sponsorship is not available.
• Employment is contingent upon an acceptable background
• Flexibility is needed to accommodate day, evening and weekend student & business needs

GuideNot ApplicableActivity is not applicable to this occupationOccasionallyOccupation required this activity up to 33% of the time (0 - 2.5+ hrs/day)FrequentlyOccupation required this activity from 33% - 66%% of the time (2.5 - 5.5+ hrs/day)ContinuouslyOccupation required this activity more than 66% of the time (5.5+ hrs/day)
Physical DemandsPhysical DemandsFrequency
Lift/CarryFrequencySittingContinuously
0 - 10 lbsOccasionallyStandingOccasionally
11 - 20 lbsOccasionallyWalkingOccasionally
21 - 50 lbsNot ApplicableReaching OverheadOccasionally
51 - 100 lbsNot ApplicableReaching at or Below Shoulder LevelOccasionally
Over 100 lbsNot ApplicableKeyboardingFrequently

StoopingNot Applicable
Push / PullYes / NoCrouchingNot Applicable

12 lbs or lessOccasionallyKneelingNot Applicable
13 - 25 lbsNot ApplicableCrawlingNot Applicable
26 - 40 lbsNot ApplicableClimbing Ramps or StairsOccasionally
41 - 100 lbsNot ApplicableClimbing Ladders, Ropes or ScaffoldingNot Applicable
Over 100 lbsNot ApplicableDrivingNot Applicable

Traveling - overnight stay(s)Occasionally
Hearing RequirementYes / NoCommunicating VerballyFrequently
One-on-one (in person)YesFar Visual Acuity: clarity to see 20' or moreOccasionally
Group or conference (in person)YesNear Visual Acuity: clarity to see 20' or lessOccasionally
TelephoneYes

Other SoundsYes
Environmental ConditionsWorking ConditionsFrequency
Noise Intensity LevelFrequencyHumidity: non-weather relatedNot Applicable
QuietFrequentlyExtreme Cold: non-weather relatedNot Applicable
ModerateOccasionallyExtreme Hot: non-weather relatedNot Applicable
LoudNot ApplicableWorking OutdoorsNot Applicable
Very LoudNot ApplicableWetness: contact with water or other liquidsNot Applicable

Working Conditions
Working ConditionsFrequency
Working ConditionsFrequencyWorking in Close Proximity to OthersFrequently
Working interruptionsFrequentlyOpen Work SpaceContinuously
Stressful situationsOccasionallyWorking in a confined spaceNot Applicable
Exposure to offensive odorsNot ApplicableExposure to a computer screen Continuously
Required uniform supplied by departmentNot Applicable

To provide equal employment, advancement, and learning opportunities to all individuals, employment and student admission decisions at Gateway will be based on merit, qualifications, and abilities. Gateway will not discriminate against any employee, applicant for employment, student or applicant for admission, in any program or activity that it operates, on the basis of race, color, national origin, ancestry, sex, sexual orientation, creed, religion, political affiliation, marital status, parental status, pregnancy, disability, age, membership in any reserve component of the armed forces, union affiliation, arrest and conviction record, or any other protected category under applicable federal law (link is external) (Download PDF reader) and state law (link is external) (Download PDF reader), including but not limited to Title IX, Title VI/VII, and the Wisconsin Fair Employment Act.

Gateway Technical College is an Equal Opportunity/Access Educator/Employer operating under an Affirmative Action Plan. Reasonable accommodations will be provided for qualified individuals with disabilities. If you have a disability and need special accommodation for the application process, please contact the Office for Equal Opportunity and Civil Rights at 262.564.3062 (Wisconsin Relay 711) or compliance@gtc.edu.

Violations of this policy can be reported at gtc.edu/eeo (civil rights) or gtc.edu/TitleIX (sex-based discrimination and sexual misconduct).

MEDICAL INSURANCE (WCA Group Health Trust)

Hospital/surgical plan with major medical, effective first date of hire

United Healthcare Choice+

• In-Network: $1,000 Individual/$2,000 Family

• Co-Pays: Office Visits: $20; Urgent Care: $30; Emergency Room; $200; MRI $100

• Out-of-Network: $1,500 Individual/$3,000 Family, Office Visits - $40.00 Copay; then 80% coinsurance after deductible

• Co-Insurance: In-Network 90/10 to Out of Pocket Max; Out-of-Network: 70/30 to Out of Pocket Max

• Maximum Out-of-Pocket: In-Network: $1,500 Individual/$3,000 Family; Out-of-Network: $3,000 Individual/$6,000 Family

• Pre-Taxed Premiums Per Pay Period (Twice a Month): $76.48 Individual, $173.37 Family

• Prescription drug plan - $0 copay for drugs on the Value Choice Drug list; Generic $10; preferred $25; non-preferred $50.

• Vision & Hearing Exams: Benefits include annual vision exams and hearing tests.
• Use of Gateway Employee Clinic - NO copays, NO deductible, and NO lab fee. Available to employee and family members on plan.

DENTAL INSURANCE (Delta Dental)

Effective first date of hire. Pre-taxed premiums per pay period: $3.50 Individual; $9.03 Family. Preventative covered 100%, other dental services covered at 80%.

VISION INSURANCE (Delta Dental)
Optional plan available to employees working 20 or more hours per week. Deduction taken monthly. Pre-taxed premiums per month. Materials Only Plan $4.91 Single; $12.22 Family. Comprehensive Plan $5.25 Single; $13.08 Family

SHORT TERM DISABILITY INSURANCE (The Standard)

Optional plan available to employees working 20 or more hours per week. Deduction taken biweekly.

LONG TERM DISABILITY INSURANCE (The Standard)

Ninety (90) day waiting period before benefits become payable. 66 2/3% of salary during period of disability to be reviewed by insurance company at the end of two years. Premium paid by District.

GROUP TERM LIFE INSURANCE & DISMEMBERMENT (SYMETRA)

$1,000 of term life per $1,000 of income. Effective the first of the month following date of hire. Premium paid by District.

WISCONSIN RETIREMENT SYSTEM

The employer pays 6.5% and the employee pays 6.5% of the shares. Normal retirement benefits are based on a formula for retirement at age 65.

IRS SECTION 125 PLAN (Employee Benefits Corp.)

Employee can put pre-tax money into an account to be used toward medical/day care expenses - Flexible Spending Account. Maximum $2,850 for medical; $5,000 for childcare.

TAX DEFERRED ANNUITY: 403b or 457 are available on a voluntary basis.

HOLIDAYS: 11 paid holidays per year

CAMPUS SHUT-DOWN: The campus will be closed between Christmas & New Year's Day.

SICK LEAVE: 12 days per year cumulative to 180 days.

PART-TIME EMPLOYEES:
Part-time employees working 20-39 hours per week will receive pro-rated benefits based on hours worked.
Part-time employees working 19 hours, or less, per week will receive holiday pay based on the amount of hours worked in the prior quarter and participation in the Wisconsin Retirement System.

VACATION

Non-Faculty Exempt Employees Non-Exempt Employees

Years of Service Vacation Days (per year) Years of Service Vacation Days (per year)

0-1 1.67 prorated days per month 0-1 1 prorated day per month

1-9 20 1-4 12

10-14 23 5-9 17

15+ 25 10-14 18

15-19 20

20+ 25

SICK LEAVE

12 days per year cumulative to 180 days.

TUITION REIMBURSEMENT

Refer to Employee Handbook.

Effective 07/01/18
Revised 07/01/22