FT Administrative Assistant lll
FT Administrative Assistant lll
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Job Description
Description
Milwaukee Area Technical College (MATC) is Wisconsins largest and most diverse technical college offering 170 highquality programs that connect students to a career in as little as one to two years. The college also offers a less expensive path to a fouryear degree. MATC is transforming lives industry and our community by preparing students today for the careers of tomorrow. Together we are meeting the needs of the community we share and are focused on students with the greatest needs. We are seeking passionate individuals to join our team who shares the same passion in serving this purpose. Learn more about MATC at. Performs broad administrative and staff support duties of a highly responsible and confidential nature to assist in the administrative operations of the college. Has primary responsibility for coordinating an important department or unit function. Work requires comprehensive knowledge of departmental and college operations policies and procedures and the exercise of independent judgment including discretion in the resolution of minor problems and details.
Handles complex issues and problems and refers only the most complex issues to higherlevel staff. Receives and responds to correspondence. Receives and directs visitors provides support in a variety of functions to an individual team department or other group. Collects reviews and analyzes data and prepares reports charts budgets and other presentation materials. Responds to or routes routine inquiries from external or internal sources with standard
correspondence or other messaging. Schedules and coordinates meetings travel and other group activities. Additionally has advanced word processing spreadsheet and graphics software skills. Attains full proficiency in multiple competencies relevant to the job. Works independently within established procedures associated with the specific job function.Characteristic Duties and Responsibilities
Administrative Tasks:Performs administrative tasks to attract retain and progress students.
D Support for Dean and Faculty:Provides support to the Dean and several faculty in an academic department and performs a variety of advanced administrative duties. Serves as an administrative liaison with others outside the department handles confidential work exercises initiative and has extensive knowledge of college practices and policies.
D Timecard Audits:Audits timecards for accuracy and completeness. Composes and sends emails communicating timecard errors or other timecard issues to leadership.
D Calendar Management:Organizes the Deans daily calendar schedules appointments and coordinates events.
D Office Operations:Oversees office operations and ensures office coverage. May mentor direct the work performed by and provide guidance to other office support staff members.
D System Management:Uses COSMO software to review and update student financial and human resource system information.
Training and Supervision:Trains and directs the work of Administrative Assistant I and Administrative Assistant II positions.
Record Maintenance:Maintains records conducts data entry word processing filing and composes routine correspondence. Greets and directs visitors answers phones and schedules appointments.
Procurement:Orders office equipment and material supplies. Manages necessary repairs.
Document Preparation:Prepares edits and proofreads documents. Transcribes minutes reports agendas and other complex technical and/or confidential documents.
Customer Service:Provides service excellence by answering and troubleshooting concerns/questions of prospective and current students. Exercises discretion in determining the nature of information to be released.
Database Management:Maintains and updates financial personnel and/or student records and databases.
Budget and Reporting:Tracks budgets compiles and analyzes information for reports or presentations and prepares charts graphs or tables.
Administrative Services:Prepares work orders monitors expenditures and budgets and processes and tracks travel arrangements and reimbursements. Performs administrative services related to faculty and staff searches student assignments and conferences and meetings. Answers questions about routine policies applicable to the department or office. Oversees the work performed by student employees.
Requisition Processing:Prepares and processes requisitions standard forms invoices and related documents.
Data Analysis:Gathers and provides information and interprets data requiring reference to a variety of sources. Maintains complex statistical reports including designing formats for tables charts and graphs. May conduct special studies to report recommendations as requested.
Correspondence and Reporting:Composes original correspondence and identifies researches and analyzes data to generate and interpret reports. Requires the exercise of judgment and knowledge of departmental and district procedures.
Electronic Data Management:Initiates maintains and manages the exchange of electronic data to record or verify complex or encoded data. Receives and reviews input and output data maintaining and revising lists control records and other source documents.
Telephone Support:Answers telephones and directs calls to designated personnel. Responds to questions and inquiries by providing technical information requiring knowledge of departmental operations and procedures. Exercises discretion in determining the nature of information to be released. Refers unusual inquiries to the supervisor.
Written Communication:Responds both orally and in writing to questions relative to the application of district and departmental procedures.
Equipment Operation:Operates computers calculators photocopiers fax machines and other office equipment.
Mail Management:Receives opens prioritizes distributes and reroutes mail. May be responsible for creating reports and distributing them on a regular schedule.
D Advanced Responsibilities:Regularly performs a significant amount of work requiring greater expertise than Administrative Assistant I or II positions.
D Program Coordination:Plays a major role in coordinating the primary function or activity of an administrative department or unit or a special program. Acts as the department unit or special program liaison with college administrators faculty members or external agencies.
Other Duties: Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.Qualifications
Education & ExperienceHigh School Diploma and one 1 year 12 credits) of additional coursework in a postsecondary school and four 4 years of office experience.
Competenciesinclude cultivating innovation optimizing work processes ensuring accountability collaborating demonstrating interpersonal savvy communicating effectively instilling trust maintaining a customer focus being actionoriented valuing differences engaging in selfdevelopment and showing compassion.
KNOWLEDGE SKILLS AND ABILITIESKnowledge skills or abilities with a D marked before it are for an Administrative Assistant III directly supporting a Dean position.- D The Administrative Assistant III position utilizes special job related skills or knowledge notrequired to perform the Administrative Assistant I or II positions. Examples (will vary between Pathways) :
- Ability to speak a foreign language or
- Familiarity with state/federal rules and compliance requirements
- Advanced knowledge of software functions including Microsoft Office COSMO Wisconsin Instructional Design System (WIDS) Economic Modeling Specialists Inc. (EMSI) email and reporting tools.
- Advanced knowledge of business English spelling punctuation and composition.
- Advanced knowledge of business office practices procedures and skill in their applications.
- Proven skillsmanaging complex records assembling and organizing data and preparing reports from records.
- Proven ability to compose a wide variety of correspondence without specific instructions.
- Proven ability to transcribe dictation accurately.
- Proven ability to establish and maintain effective working relationships with all levels of staff employees students and the public.
- Proven ability to maintain confidential information and communicate effectively about sensitive issues through both oral and written means.
- Proven ability to work under stress and pressure.
- Ability to create and maintain a positive work environment.
- Ability to multitask.
- Ability to handle change.
- Exceptional abilities for attention to detail.
Supplemental Information
This fulltime position requires 38.75 hours per week scheduled Monday through Friday between 7:45 AM and 6:00 PM. Flexibility is essential as the role may require occasional evening night and weekend hours as well as travel to other campuses.
SalarySalary Information Salaries are listed up to the midpoint of the range and placement is determined based on years of experience internal salary equity and a review of the applicants employment and educational background as listed on the job application.Application Materials:Complete application
A complete application entails providing thorough details including personal information educational background and comprehensive work experience. This should include specific job positions held duties performed dates of employment and any relevant licenses or certifications. Additionally candidates may be required to attach copies of licenses transcripts or certifications. Itscrucial to ensure all aspects of the application are thoroughly completed
EEO/AA
Milwaukee Area Technical College will not discriminate against any employee applicant for employment student or applicant for admission 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 local state or federal law.
Milwaukee Area 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 our office at(Wisconsin RelaySystem: 711 or email j. Women veterans and minorities are encouraged to apply.
Employment Type
Full-Time
