Administrative Assistant, President's Office.

Madison College•Madison, WI

2d•Hybrid

About The Position

Madison College is hiring a full-time Administrative Assistant for the President’s Office. This position supports the general administrative functions of the President’s Office by completing a wide variety of tasks. The Administrative Assistant’s key responsibilities involve front desk support, provision of initial support to employees and visitors, assisting with scheduling, preparing documents and reports, District Board support, procurement and project support, and assisting college senior leaders, as needed. The Administrative Assistant reports to the Executive Assistant to the President and District Board. This position includes an expected progression plan. Upon meeting departmental criteria, you will be eligible to receive a $1.00 per hour increase.

Requirements

Associate Degree or additional equivalent working experience.
1-2+ years of relevant work experience.
Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.
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.
Ability to maintain confidentiality.
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 customer service skills.

Responsibilities

Serves as the first point of contact for the President’s Office in a full-time capacity by staffing the front desk. This includes answering the phone line as well as monitoring and responding to routine Presidents Office emails, monitoring, and responding to conference room requests, assisting walk-ins and processing incoming and outgoing mail.
Performs varied administrative support and duties, including but not limited to: preparing and maintaining confidential documents and correspondence, scheduling and supporting of meetings, events and projects, assisting in processing submissions to the college’s Policy Center, assisting with Board meeting logistics, and supporting the work of the executive leadership team and office operations.
Provides procurement support, in accordance with purchasing policies and procedures, including assisting in ordering supplies, equipment and services, processing invoices and independently processing travel and purchasing card transactions and travel related credit card authorizations.
Supports process improvements and maintaining procedures, and assist in reviewing, updating, and improving processes and procedures.
Maintains a commitment to the college mission, vision, and values.
Other duties as defined by department, college, or officials.