Administrative Assistant - Enrollment Services

Madison College•Madison, WI

9d•Hybrid

About The Position

Enrollment Services at Madison College is seeking an Administrative Assistant. This position provides administrative, technical, and operational support to departmental functions through scheduling, purchasing, customer service, recordkeeping, and routine process coordination. Success in this role requires the ability to manage multiple priorities, maintain accurate and organized records, and respond effectively to the needs of students, faculty, and staff. The Administrative Assistant applies specialized knowledge and established processes to support efficient departmental operations, cross-functional collaboration, and College initiatives. This position contributes to institutional objectives by promoting consistent service, supporting effective day-to-day operations, and helping ensure academic and service areas have the administrative resources needed to serve the College community.

Requirements

Associate Degree or equivalent work experience
1-2 years of relevant and progressive work experience
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.
Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

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.
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.