Administrative Assistant Part Time

Job Posting Date:

Application Deadline:

Salary Information:

Department:

Job Description:

Madison College is seeking a part-time Administrative Assistant to play an important role in the School of Engineering Science and Mathematics focusing on supporting Renewable Energy students and faculty. This position is integral to the NSF grant-funded Center for Renewable Energy Advanced Technical Education (CREATE). Key responsibilities include acting as the Department Buyer managing procurement for goods and services overseeing quotes bids and purchasing contracts and handling vendor addition the position involves verifying deliveries validating invoices for grant-related services and ensuring compliance with grant-reporting standards and budget alignment.

The Administrative Assistant will also be tasked with organizing national-level events for the grant serving as the primary contact and managing logistics for participants. Responsible for processing stipends for grant participants and maintaining accurate records to comply with internal and external regulations facilitating effective communication within the CREATE project team.

This position requires regular coordination with the Grant Manager Center Director/PI and other team members in the School of Engineering Science and Mathematics.

Position Details:

Schedule: This is a 20-hour per week position. This position offers a hybrid work schedule 3 days on campus and 2 days remote subject to change in accordance with Madison College policy.

Expected Progression: This position includes an expected progression plan. Upon meeting departmental criteria you will be eligible to receive a $1.00 per hour increase.

Grant-Funded Position: This position is funded through an NSF grant. The current funding period extends through June 30 2027 with funding anticipated to be renewed annually.

First Consideration Date: This position will be open until filled with a first review date of October 26 2026 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):

• Cover Letter
• Resume

*Failure to include these documents by the first consideration date will result in the disqualification of your application.

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!

Accountabilities:

• Department Buyer: Implements Requests for Quotes/Proposals/Bids with outside vendors for goods fees and services; creates encumbers and tracks purchase orders in the college Workday system; and maintains project procurement tracking records.
• Collaborates with Madison College Contracts Purchasing Grants Accounting and Accounts Payable. Reviews and initiates contracts monitors grant-funded consultant and evaluator expenditures coordinates invoice payments and processes purchase order amendments and change orders as needed.
• Coordinates major events workshops meetings trainings and other grant-supported activities serving as the primary point of contact for participants and event venues/hosts. Supports scheduling communications print materials room reservations presentation space catering supply acquisition shipping and on-site or virtual event operations.
• Provides administrative support for department operations including calendar coordination travel arrangements marketing support document preparation records management and other activities that support day-to-day operations.
• Coordinates purchasing budget and grant-related administrative activities including expense tracking transaction reconciliation p-card administration stipend and consultant payments and compliance documentation.
• Procures ships tracks and maintains inventory records for equipment awards departmental supplies and other resources. Develops and implements organization and inventory control processes to support department and grant activities.
• Prepares reviews and maintains reports records inventories and other data using college systems and tools to support operational accuracy compliance and reporting requirements.
• Provides customer service and frontline support to students faculty staff external partners consultants and workshop participants by responding to inquiries resolving issues and directing requests as appropriate.
• Exercises independent judgment to resolve routine issues prioritize competing responsibilities and improve administrative processes workflows and operational efficiency.

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:

• 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.

Work Experience:

• 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