Part-Time Administrative Assistant

Madison College•Madison, WI

2d•$23 - $26•Hybrid

About The Position

The School of Human and Protective Services is seeking a part-time Administrative Assistant to support its fire services program. This role provides essential administrative, operational, and program coordination to ensure fire service testing runs smoothly, accurately, and in compliance with state and international testing and accreditation standards. The Administrative Assistant manages key functions such as scheduling, documentation, test administration, and workflow coordination for both written and practical fire service examinations. By performing these critical processes, this position helps ensure consistent, efficient test delivery and allows the Manager to focus on higher-level program oversight and operational leadership.

Requirements

Knowledge of administrative procedures, scheduling practices and record-keeping standards.
Knowledge of or ability to quickly learn, 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 additional relevant work experience
1-2+ years 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

Preference given to those applicants with knowledge of Fire Service.

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, 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 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 and external partners by answering inquiries, resolving issues and referring questions as appropriate.
Exercises independent judgment to solve routine problems, prioritize tasks and improve administrative processes to enhance efficiency and support unit goals.
Other duties based on experience and knowledge.