Administrative Assistant – Manufacturing & Apprenticeship

Moraine Park Technical College•West Bend, WI

5d•Hybrid

About The Position

Moraine Park Technical College is seeking a full-time Administrative Assistant for its Manufacturing & Apprenticeship team at the West Bend Campus. The role provides administrative assistance and technical support to the Associate Dean and the team. The successful candidate will have an associate degree in a related field and three years of related work experience, including experience in an office environment. The position supports course and instructor administration, budgeting, student and employee communications, program materials, recruitment events, and book and module orders. It also trains and assigns tasks to work-study students and temporary employees as needed and provides backup to other Academic Administrative Assistants. The schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. during the academic year and Monday through Thursday, 7:30 a.m. to 4:30 p.m. during summer. Occasional travel is required. Limited work from home may be available upon approval.

Requirements

Associate degree in a related field.
Three years of related work experience, including experience in an office environment.
Knowledge of accounting methods and procedures.
Knowledge of database operations, ERP or other student information systems, and educational and general software applications, including Microsoft Office 365, Office Suite, Teams, and SharePoint.
Excellent written and verbal communication skills to explain issues and decisions clearly and effectively to end users, colleagues, and management.
Ability to take initiative, work independently with little supervision, and make sound decisions with minimal direction.
Strong organizational and time management skills, including ability to prioritize special projects alongside routine assignments.
Ability to establish and maintain effective working relationships with internal and external customers.
Ability to collaborate and work effectively as part of a team.
High degree of integrity and professionalism; ability to respect confidentiality and demonstrate critical and systems thinking.
Ability to work effectively with diverse populations and promote and maintain an inclusive, respectful, and accepting work environment.

Nice To Haves

Knowledge of the Family Education Rights and Privacy Act (FERPA).
Experience with budget preparation and tracking.

Responsibilities

Provide administrative assistance and technical support to the Associate Dean.
Coordinate advisory committee and other meetings and events, including schedules, rooms, vehicles, refreshments, invitations, agenda items, and meeting minutes.
Coordinate communications with employees, students, external partners, faculty, advisory committees, work teams, and the general public; identify appropriate resources and services for referrals.
Prepare and process course setups, adjunct instructional agreements, and room scheduling in coordination with the Associate Dean.
Verify and process instructor workloads and adjunct agreements; assist with new adjunct instructor orientation and certification paperwork.
Analyze enrollment data with the Associate Dean, make recommendations, and initiate course cancellations and changes.
Assist with budget preparation, including compiling budget details, entering budget data, making budget adjustments, reconciling the p-card, and supporting major equipment and supply purchases.
Input and reconcile expense vouchers, mileage reports, travel expenses, and related budget documentation.
Track grant funding sources and expenditures with the Finance Office and Associate Dean.
Coordinate with Student Services regarding course cancellations and additions, student issues, orientation, and other program-related information.
Use the Banner ERP system for course setup, student and course information, instructor workloads and certification, budget input and transfers, class rosters, course overrides, costing information, schedules, and enrollment reports.
Organize and revise annual program materials, including the Academic Planner, Program Outcomes Worksheet, Program Web Page database, course descriptions, brochures, college catalogs, and other program-related materials.
Assist with coordinating recruitment events and camps, including identifying resources, promoting events to appropriate demographics, gathering registration information and fees, and preparing and processing forms, receipts, and documentation.
Coordinate book and module orders with the Bookstore and publishers; identify common texts, project quantities, generate orders, and distribute information and instructor copies.
Train and assign tasks to work-study students and temporary employees as needed.
Provide backup to other Academic Administrative Assistants.