Administrative Assistant

Madison College•Madison, WI

21d•Hybrid

About The Position

The Administrative Services Support Team at Madison College is seeking a Administrative Assistant to join the College. This position provides comprehensive administrative and operational support to the Finance and Administrative Services division and its service areas through scheduling, purchasing, customer service, records management, and routine process coordination. The Administrative Assistant coordinates logistics for meetings, events, and trainings; supports calendars, travel arrangements, supply ordering, document preparation, and other day-to-day departmental needs; and prepares and maintains reports, records, and data using College systems. Responsibilities may also include supporting onboarding and offboarding activities, assisting students, faculty, staff, and external partners with questions and service needs, and coordinating purchasing and budget-related activities such as expense tracking, transaction reconciliation, p-card management, and grant or contract support. The position requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities while identifying opportunities to improve administrative processes and support efficient, consistent operations across the division.

Requirements

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.
Associate Degree or equivalent work experience
0-2 years of relevant and progressive 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.

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.
Exercises independent judgment to solve routine problems, prioritize tasks and improve administrative processes to enhance efficiency and support unit goals.