Student Intake and Administrative Support

Current Madison College employees must apply to the internal career site by logging into Workday

Job Posting Date:

Application Deadline:

Salary Information:

Department:

Job Description:

Madison College is seeking a highly organized and service-oriented Student Intake and Administrative Support professional to join our Dean of Student Office this vital role you will provide essential administrative and operational support to the Dean of Students Office and associated departments (e.g. Counseling and Counseling Success Disability Resource Services etc.). Key responsibilities include coordinating scheduling and purchasing maintaining records facilitating customer services and supporting a variety of routine processes such as course and classroom scheduling and responding to inquiries related to concerns/complaints student conduct behavioral intervention conflict management civil rights processes and procedures academic integrity external partnerships and more.

Success in this role requires the ability to manage multiple priorities maintain accurate records and respond effectively to the needs of students faculty and staff. This position supports institutional goals by ensuring efficient administrative operations and reliable service delivery across academic and support areas.

The regular work schedule is Monday through Friday 8:00am 4:30pm with occasional evening hours as needed to support departmental operations. This role has the option to perform work remotely two days a week subject to change per Madison College policy.

Madison College provides a generous benefits package of vacation holidays health/vision/dental/life insurance options and you will be able to participate 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 communities we serve address challenges and develop innovative solutions. Come be part of our great team!

This position will be opened until filled with a first review date of August 4 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.

Our goal is to conduct first round virtual interviews August 20th & 21st 2025. Second round virtual interviews will begin the week of August 282025 and virtual final interviews the following week.

Required Documents (3):

1. Cover letter

2. Resume

3. Response to supplemental questions

As a requirement of this application please submit a MS Word or PDF document answering the following two supplementary essay questions below. Limit your answers to no more than two pages total.

• Describe your experience engaging with a diverse student body and/or workforce.
• How do you see this position impacting students and employees with varying beliefs behaviors and backgrounds

*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 but not limited to calendar coordination purchasing travel arrangements course and classroom scheduling instructor assignments/tag letters 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 creating files 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 course set-up and classroom scheduling systems academic processes and institutional policies.
• Knowledge of and ability to learn and use advanced features of software such as Microsoft Office Maxient PeopleSoft Student Administration System Navigate Student Success Platform CRM Workday and Cognos.
• Ability to learn retain and apply standardized procedures policies and guidelines across administrative and academic functions.
• Ability to prioritize competing demands manage multiple processes meet deadlines and maintain accuracy in a fast-paced environment; Strong organizational skills precision and keen attention to detail.
• Ability to exercise independent judgment critical thinking and analysis to solve routine problems and improve processes proactively.
• 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.
• Excellent interpersonal skills with the ability to handle escalated situations with tact professionalism and diplomacy; Ability to act and speak with discretion.

Minimum Requirements:

Education:

• Associates Degree or equivalent relevant work experience. *Experience used as an equivalent of an educational requirement is in addition to any experience required by the position.

Preferred Education: human services education social work psychology counseling administration or related field

Work Experience:

• 0-2 years of relevant work experience

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