Administrative Coordinator

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Job Posting Date:

Application Deadline:

Salary Information:

Department:

Job Description:

Madison Colleges Libraries & Academic Support Services is seeking an Administrative Coordinator to join our team. This position plays a key role in supporting the department by providing administrative and operational assistance in areas such as scheduling purchasing customer service and routine process coordination.

In addition the Administrative Coordinator will require the ability to manage multiple priorities maintain accurate records and respond effectively to the needs of students staff and faculty. The Administrative Coordinator contributes to the colleges mission by ensuring efficient administrative operations and providing consistent support to both academic and service functions.

This is a full-time position with standard business hours of Monday through Friday 8:00a.m. to 4:30p.m. The position offers the option to work remotely one day per week initially. Following the probationary period you will be eligible to work remotely up to two days per week in accordance with Madison College policy and subject to change.

Madison College offers an excellent benefits package including vacation holidays health/vision/dental/life insurance options and participation in the Wisconsin Retirement System (WRS).

Madison College believes every team member brings unique perspectives and experiences that enhance our ability to understand and engage with the world tackle challenges and develop innovative solutions. Come be part of our great team!

This position will be open until filled with a first consideration date of June 22 2025 at 11:59 pm. After this date the recruitment may close without further notice. Interested applicants are encouraged to apply as soon as possible. Interviews are scheduled to begin the week of July 14 2025.

Required documents (2)

• Resume
• Cover Letter

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

Accountabilities:

• Coordinates logistics for meetings events and trainings including scheduling communication materials preparation and on-site or virtual support to ensure smooth and efficient operations.
• Provides administrative support for department operations including calendar coordination purchasing travel arrangements supply ordering and document preparation to facilitate day-to-day functionality.
• Prepares reviews and maintains a variety of reports records and data using college systems and tools to support operational accuracy and reporting needs.
• May support onboarding and offboarding processes for faculty staff and student employees by facilitating communication gathering documentation and ensuring compliance with procedures.
• Provides customer service and frontline support to students faculty staff and external partners by answering inquiries resolving issues and referring questions as appropriate.
• Coordinates purchasing and budget-related tasks such as tracking expenses reconciling transactions managing p-cards and supporting grant or contract compliance to maintain financial accuracy.
• Assists with operational processes by supporting compliance activities maintaining systems facilitating communications and assisting with general supervision and scheduling of student employees to ensure effective unit operations.
• Exercises independent judgment to solve routine problems prioritize tasks and improve administrative processes to enhance efficiency and support unit goals.
• Contributes to an inclusive equitable and supportive environment where everyone at the institution feels valued respected and empowered to reach their full potential.
• Adheres to college policies directives and work rules while maintaining a commitment to the colleges mission vision and values.
• Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.

Knowledge Skills & Abilities

• Knowledge of administrative procedures scheduling practices and recordkeeping standards.
• Knowledge of scheduling systems academic processes and institutional policies.
• Skill in using administrative software and databases.
• Ability to apply standardized procedures policies and guidelines across administrative and academic functions.
• Ability to manage multiple processes meet deadlines and maintain accuracy in a fast-paced environment.
• Ability to exercise independent judgment and problem-solving on routine problems.
• Skill in engaging positively with all populations and communities contributing to a safe and inclusive learning and work environment.
• Skill in effectively and respectfully communicating with others.

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.
• 1-3 years of relevant work experience related to the position.

Madison College does not offer H-1B 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 .

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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 or 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