Administrative Assistant – Manufacturing & Apprenticeship
About The Position
Moraine Park Technical College is seeking a full-time Administrative Assistant to provide administrative assistance and technical support to the Manufacturing & Apprenticeship team on the West Bend Campus. The role supports the Associate Dean, faculty, students, employees, and external partners with program administration, course and instructor coordination, budgeting, communications, and related operational activities. 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 is available upon approval. The position requires an associate degree in a related field and three years of related work experience, including experience in an office environment. The hiring range is $25.22–$29.25. The position starts immediately.
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, 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 the 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, respect for confidential information, and 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 Educational 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, meeting rooms, vehicles, refreshments, invitations, agenda items, and meeting minutes.
- Coordinate communications with employees, students, external partners, work teams, program teams, advisory committees, faculty, and the general public; identify appropriate referral resources and services.
- Prepare and process course setup, adjunct course 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 by compiling budget details, entering budget data, making adjustments, reconciling the p-card, and assisting with major equipment and supply purchases.
- Input and reconcile expense vouchers, mileage reports, travel expenses, and other budget documentation.
- Work with the Finance Office and Associate Dean to track grant funding sources and expenditures.
- Coordinate with Student Services regarding course cancellations and additions, student issues, student 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, and course schedules and enrollment reports.
- Organize and revise annual program documents and materials, including the Academic Planner, Program Outcomes Worksheet, Program Web Page database, course descriptions, brochures, and college catalogs.
- Assist the Associate Dean and faculty in coordinating recruitment events and camps, including identifying resources, promoting events, gathering registrations 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.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
