Administrative Specialist

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Job Posting Date:

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Salary Information:

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Job Description:

Madison Colleges Gateway to College Department seeks a parttime Administrative Specialist to provide comprehensive administrative support for the Gateway to College and Early College Programs. Responsibilities include ordering supplies and creating receiving editing and processing enrollment and programrelated documents.

The parttime Administrative Specialist collaborates with internal and external partners on scheduling billing and other operational tasks to support students and staff. Additionally this position serves as a receptionist offering information and assistance to faculty students and the public via email phone and inperson interactions.

This position reports to the Manager of the Gateway to College program.

This is a parttime 20hourperweek position scheduled yearround (52 weeks) with core hours Monday through Friday from 8:30am to 1:30pm. The role offers a hybrid work option to be discussed with Manager subject to change in accordance with Madison College policy. There may also be flexibility to work additional hours during the academic year and reduced hours during the spring and summer terms.

This is a part time grant funded renewable position through June 30 2026. Continuation of this position is dependent on continued grant funding beyond this date. However it is expected to be renewed.

Madison Colleges dedication to promoting equity inclusion and diversity is reflected in our Mission Vision and Values. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world identify challenges and to discover design and deliver solutions. We value the ability to serve students from a broad range of cultural heritages socioeconomic backgrounds genders abilities and orientations. Therefore we seek applicants who demonstrate they understand the benefits of diversity in a higher education community. Hiring a diverse workforce that mirrors our student population is more than just a commitment at Madison Collegeit is the foundation of what we are striving to do. Come be part of our great team!

This position will be open until filled with a first consideration date of May 272025 at 11:59 pm. After this date the recruitment may close without further notice. Interested applicants are encouraged to apply as soon as possible.

Required documents (2)

• Resume
• Cover Letter

*Failure to include these documents by the first consideration date will RESULT IN THE DISQUALIFICATION OF YOUR APPLICATION.

Essential Responsibilities:

• Serves as a receptionist for the Gateway to College Program providing information to faculty students and visitors
• Enters student information into the student information systems.
• Assists with the complex course offering for each term using the student information systems. This includes such elements as class meeting dates/times class sections stacked classes delivery methods class notes supplemental fees enrollment prerequisites/requirements and funding.
• Tracks compiles and collects information and prepares related reports from student information systems and Gateway to College System.
• Receives reviews edits and processes a variety of forms transcripts contracts invoices and other documents.
• Schedules and plans training sessions graduations orientations information sessions and meetings with school districts.
• Orders supplies textbooks and manages the purchasing process for the department.
• Assists in the recruitment of students by creating recruitment schedules developing marketing materials and communicating with school districts students and the broader community.

Knowledge Skills & Abilities:

• Skill in communicating effectively and professionally both orally and in writing. Strong ability to build rapport and trust with individuals fostering positive relationships with high school students community members and persons with disabilities. Flexibility to adjust communication styles and approaches based on the audiences background needs and abilities.
• Demonstrated organizational skills attention to details and logistics.
• Display a strong ability to manage difficult or emotional situations with tact sensitivity and candor.
• Demonstrate the awareness attitude knowledge and skills required to provide balanced access engage and include people from different local and global cultures. Act to eradicate persistent inequalities and structural barriers to student success and completion.
• Ability to work independently and use sound independent judgment yet work effectively within teams that include staff faculty and colleagues outside the department.

Minimum Requirements:

• Associate degree or equivalent working experience. *Experience used as an equivalent of an educational requirement is in addition to any experience required by the position.
• One (1) year of directly related work experience
• While not a requirement ability to speak Spanish is preferred

Madison College does not offer H1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

If you are experiencing application issues please contact us at the Talent Acquisition email or HR hotline (608).

To ensure that emails from us regarding your application do not go to your spam folder please add the @ domain as a safe sender in your email.

Madison Area Technical College does not discriminate on the basis of race color national origin sex disability or age in employment admissions or its programs or activities. Madison College offers degrees diplomas apprenticeships and certificates in Architecture & Engineering; Arts Design & Humanities; Business; Construction Manufacturing & Maintenance; Culinary Hospitality & Fitness; Education & Social Services; Health Sciences; Information Technology; Law Protective & Human Services; Science Math & Natural Resources; and Transportation. Admissions criteria vary by program and are available by calling our Enrollment Office at (608)or (800)Ext. 6210. The following person has been designated to coordinate Title IX of the Education Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973 and to handle inquiries regarding the colleges nondiscrimination policies: Lisa Muchka Director Civil Rights and Compliance 1701 Wright Street Madison WI 53704 (608) 246.5221