Administrative Assistant-STEM

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Job Posting Date:

Application Deadline:

Salary Information:

Department:

Job Description:

The School of STEM at Madison College is seeking an Administrative Assistant in a Limited Term Employment (LTE) opportunity to provide comprehensive administrative and operational support for departmental functions. This position coordinates meetings events trainings calendars purchasing travel arrangements supply orders document preparation course scheduling and other routine processes that support the daily operations of academic and service areas.

Success in this role requires strong organizational skills attention to detail and the ability to manage multiple priorities while meeting deadlines in a fast-paced environment. The Administrative Assistant prepares and maintains reports records and data using college systems; supports onboarding and offboarding activities; assists with enrollment and course setup processes; and provides responsive customer service to students faculty staff and external partners. This position also supports budget-related activities by tracking expenses reconciling transactions managing purchasing cards and helping ensure compliance with applicable procedures grants and contracts.

Position Details:

Schedule: This is a 1-year LTE position working 40 hours per week 52 weeks per year Monday through Friday 9:00am to 4:30pm. 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.

Benefits: 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 world tackle challenges and develop innovative solutions. Come be part of our great team!

This position will be open until filled with a first review date of August 2 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 (1):

• Resume

*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 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.
• 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:

• 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:

• 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