Administrative Assistant

Administrative Assistant

Madison College is hiring an Administrative Assistant to support the School of Academic Advancement. This position is responsible for providing administrative and operational support to departmental functions through serving as the primary course scheduler, supporting purchasing, providing customer service and routine process coordination. Success in this role involves managing multiple priorities, maintaining accurate records and responding effectively to students, staff, faculty and administrative needs. This position contributes to institutional objectives by ensuring efficient administrative operations and consistent support for academic and service areas.

Madison College believes every team member brings unique perspectives and experiences that enhance our ability to understand and engage with the world, tackle challenges, and develop innovative solutions. Come be part of our great team!

This position includes an expected progression plan. Upon meeting departmental criteria, you will be eligible to receive a $1.00 per hour increase. This is a full-time position with general office hours of 8 : 00am to 4 : 30pm M-F with occasional nights and weekends. Currently this position works three days in office at the Truax campus and two days remote (subject to change per college policy). This position excellent including health / vision / dental / life insurance options and participation in the Wisconsin Retirement System (WRS).

This position will be opened until filled, with a first review date of October 9, 2025, at 11 : 59pm. Failure to include these documents by the first consideration date will result in the disqualification of your application.

• Resume
• Cover Letter

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.

Assists with course setup, scheduling and enrollment-related processes by entering data, managing class logistics and updating information to support academic and non-credit offerings.

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

Contributes to an inclusive, equitable and supportive environment where everyone at the institution feels valued, respected and empowered to reach their full potential.

Adheres to college policies, directives and work rules while maintaining a commitment to the college's mission, vision and values.

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 work experience

Madison College does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.