Administrative Assistant

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Job Posting Date:

Application Deadline:

Salary Information:

Department:

Job Description:

The Center for Excellence in Teaching and Learning (CETL) at Madison College is seeking an Administrative Assistant to provide comprehensive administrative operational and programming support to its departmental functions in an limited term employment (LTE) opportunity. This position is instrumental in ensuring the day-to-day efficiency of CETL and in supporting faculty development efforts across the college.

This position is responsible for coordinating logistics for meetings and events managing calendars and communications processing purchasing and travel requests and maintaining accurate records and reports using college systems. Youll also support employee onboarding and offboarding maintain accurate records and reports support communications such as flyers and emails and serve as the first point of contact for faculty and stakeholders.

The Administrative Assistant plays a key role in supporting organizational efficiency maintaining day-to-day operations and contributing to an inclusive and welcoming campus environment. Success in this role requires the ability to manage multiple priorities in a fast-paced environment exercise sound judgment and effectively apply institutional policies and procedures

Position Details:

Schedule: This position is scheduled for 32 hours per week Monday through Thursday with full-time benefits. There is flexibility within the standard operational hours of 8:00am to 4:00pm and all work will be performed on-site.

Benefits: This position is considered full-time with excellent full-time benefits (some may be prorated) including health/vision/dental/life insurance options and participation in the Wisconsin Retirement System (WRS).

This is a limited-term employment opportunity through June 30 2026.

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 September 14 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.

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 marketing 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 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.
• Exercises independent judgment to solve routine problems prioritize tasks and improve administrative processes to enhance efficiency and support unit goals.
• 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:

• Education:

Associate degree or equivalent relevant work experience

• 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