Administrative Assistant

Madison Area Technical College; Madison (WI); Hybrid; USD 64,501,000 - 80,632,000; Full time

Job summary

Madison College is seeking an Administrative Assistant to deliver comprehensive administrative and operational support to the Finance and Administrative Services division. Responsibilities include scheduling, purchasing, records management, and routine process coordination.

The role supports meetings, events, and trainings, maintains documents, and assists with onboarding/offboarding, customer service, and budget-related tasks.

Qualifications

• Associate degree or equivalent work experience.
• 0-2 years of relevant and progressive work experience.
• Authorized to work in the United States at time of hire.

Responsibilities

• Coordinate logistics for meetings, events and trainings with on-site or virtual support.
• Provide calendar coordination, travel arrangements, supplies, and document prep for daily operations.
• Prepare, review and maintain reports and data using college systems.
• Support onboarding and offboarding processes for faculty, staff, and student employees.
• Provide frontline customer service to students, faculty, staff and external partners.

Skills

Administrative procedures

Scheduling

Recordkeeping

Customer service

Communication

Multitasking

Problem solving

Education

Associate degree or equivalent

Tools

Office 365

ERP systems

Job description

Current Madison College employees must apply to the internal career site by logging into WorkdayJob Posting Date:August 24, 2026Application Deadline:Salary Information:$22.51 - $28.14(For current employees, pay may not be restricted to the posted range and will be set in accordance with the Madison College Compensation Manual guidelines for internal salary placement.)Department:Administrative Services SupportJob Description: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.Position Details:Schedule: This is a full-time position scheduled for 40 hours per week, 52 weeks per year, Hybrid work schedule Monday - Friday, 8:00am - 4:30pm. This position can work remote 2 days a week, subject to change in accordance with Madison College policy.Expected Progression: This position includes an expected progression plan. Upon meeting the outlined criteria, you will be eligible to receive a $1.00 per hour increase.Benefits: Madison College provides a generous benefits package of vacation, holidays, health/vision/dental/life insurance options, and you will be able to participate in the Wisconsin Retirement System (WRS).Madison College believes every team member brings unique perspectives and experiences that enhance our ability to understand and engage with the communities we serve, address challenges, and develop innovative solutions. Come be part of our great team!This position will be open until filled, with a first consideration date of September 21, 2026, at 11:59 pm. After this date, the recruitment may close without further notice. Interested applicants are encouraged to apply as soon as possible.Required documents (2):ResumeCover Letter*Failure to include these documents by the first consideration date will RESULT IN THE DISQUALIFICATION OF YOUR APPLICATION.Accountabilities: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.Knowledge, Skills & Abilities: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.Minimum Requirements:Education:Associate Degree or equivalent work experienceExperience:0-2 years of relevant and progressive work experienceMadison 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.If you are experiencing application issues, please contact us at the Talent Acquisition email [e-mail] or HR hotline [phone].To ensure that emails from us regarding your application do not go to your spam folder, please add the @madisoncollege.edu domain as a safe sender in your email.Madison Area Technical College does not discriminate on the basis of race, color, national origin, sex, disability or age in employment, admissions or its programs or activities. Madison College offers degrees, diplomas, apprenticeships and certificates in Architecture & Engineering; Arts, Design & Humanities; Business; Construction, Manufacturing & Maintenance; Culinary, Hospitality & Fitness; Education & Social Services; Health Sciences; Information Technology; Law, Protective & Human Services; Science, Math & Natural Resources; and Transportation. Admissions criteria vary by program and are available by calling our Enrollment Office at [phone] or [phone] Ext. 6210. The following person has been designated to coordinate Title IX of the Education Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973 and to handle inquiries regarding the college's nondiscrimination policies: Lisa Muchka, Director, Civil Rights and Compliance, 1701 Wright Street, Madison, WI 53704 [phone]