Administrative Assistant - Part Time

Madison College•Madison, WI

12d•Hybrid

About The Position

Madison College is seeking a part-time Administrative Assistant to play an important role in the School of Engineering, Science, and Mathematics, focusing on supporting Renewable Energy students and faculty. This position is integral to the NSF grant-funded Center for Renewable Energy Advanced Technical Education (CREATE). Key responsibilities include acting as the Department Buyer, managing procurement for goods and services, overseeing quotes, bids, and purchasing contracts, and handling vendor payments. In addition, the position involves verifying deliveries, validating invoices for grant-related services, and ensuring compliance with grant-reporting standards and budget alignment. The Administrative Assistant will also be tasked with organizing national-level events for the grant, serving as the primary contact, and managing logistics for participants. Responsible for processing stipends for grant participants and maintaining accurate records to comply with internal and external regulations, facilitating effective communication within the CREATE project team. This position requires regular coordination with the Grant Manager, Center Director/PI, and other team members in the School of Engineering, Science, and Mathematics.

Requirements

Associates Degree or equivalent relevant work experience.
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.

Nice To Haves

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.

Responsibilities

Implements Requests for Quotes/Proposals/Bids with outside vendors for goods, fees, and services; creates, encumbers, and tracks purchase orders in the college Workday system; and maintains project procurement tracking records.
Collaborates with Madison College Contracts, Purchasing, Grants Accounting, and Accounts Payable.
Reviews and initiates contracts, monitors grant-funded consultant and evaluator expenditures, coordinates invoice payments, and processes purchase order amendments and change orders as needed.
Coordinates major events, workshops, meetings, trainings, and other grant-supported activities, serving as the primary point of contact for participants and event venues/hosts.
Supports scheduling, communications, print materials, room reservations, presentation space, catering, supply acquisition, shipping, and on-site or virtual event operations.
Provides administrative support for department operations including calendar coordination, travel arrangements, marketing support, document preparation, records management, and other activities that support day-to-day operations.
Coordinates purchasing, budget, and grant-related administrative activities including expense tracking, transaction reconciliation, p-card administration, stipend and consultant payments, and compliance documentation.
Procures, ships, tracks, and maintains inventory records for equipment awards, departmental supplies, and other resources.
Develops and implements organization and inventory control processes to support department and grant activities.
Prepares, reviews, and maintains reports, records, inventories, and other data using college systems and tools to support operational accuracy, compliance, and reporting requirements.
Provides customer service and frontline support to students, faculty, staff, external partners, consultants, and workshop participants by responding to inquiries, resolving issues, and directing requests as appropriate.
Exercises independent judgment to resolve routine issues, prioritize competing responsibilities, and improve administrative processes, workflows, and operational efficiency.