Administrative Assistant 2

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Job Posting Date:

Application Deadline:

Salary Information:

Department:

Job Description:

Madison College his hiring an Administrative Assistant 2. This position supports a team and program serving a diverse under-resourced student population who are incarcerated in the state of Wisconsin and who receive education through the Second Chance Pell initiative.

This position has a variety of administrative responsibilities including creating and maintaining documents setting up and modifying student accounts ensuring courses are set up accurately and purchasing and shipping inventory. Excellent attention to detail collaboration communication follow-through and the understanding and ability to maintain strict confidentiality are essential in this role.

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!

REQUIRED DOCUMENTS/DEADLINE: cover letter and resume. Failure to submit these documents by the first review date will render your application ineligible. This position will be open until August 31 2025 at 11:59 pm.

This is a full-time non-exempt 40 hours per week 52 weeks per year position. General working hours will be Monday through Friday from 8:00 a.m. 4:30 p.m. Some option for remote work is available per college policy. This posting may be used to fill similar vacancies that occur within 12 months of the first consideration date. This position includes an expected progression plan. Upon meeting the outlined criteria you will be eligible to receive a $1.00 per hour increase.

Madison College offers a generous benefit program including health and dental benefits and participation in the Wisconsin Retirement System (WRS). The employee selected will serve a twelve (12) month introductory period.

Duties/Responsibilities:

• 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 course setup scheduling and enrollment-related processes by entering data managing class logistics and updating information to support academic and non-credit offerings.

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.

Qualifications:

• Associate Degree (or equivalent additional work experience).

• 0-2 years of relevant work experience.

• Ability to pass the annual Department of Corrections background checks.

Preferred:

• Experience supporting Higher Education in Prison programing

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