Administrative Assistant II

Milwaukee Area Technical College; Milwaukee (WI); On-site; USD 38,000 - 52,000; Full time

Job summary

Milwaukee Area Technical College (MATC) is seeking an Administrative Assistant II to provide advanced administrative support across the department. Responsibilities include managing schedules, organizing office systems, coordinating meetings, and preparing reports to keep operations efficient.

The role requires a high level of independence, strong multitasking, and problem-solving abilities, with supervision described as general and procedures established.

Qualifications

• High school diploma or equivalent and three years of office experience.
• Excellent communication and interpersonal skills.
• Proficiency in computers, spreadsheets, and Google Suite.
• Ability to manage multiple tasks and office systems.

Responsibilities

• Provides comprehensive administrative support to the department by maintaining filing, data entry, and document prep.
• Manages appointments, meetings, and conference room reservations with attention to detail and timely follow-up.
• Assists with department projects and contributes to process improvements.
• Oversees office inventory and ensures supplies are available.
• Maintains confidential documents and prepares reports to support operations.
• Fosters collaboration and teamwork with students, staff, and administrators.

Skills

Communication

Organization

Rule interpretation

Professionalism

Record keeping

Google Suite

Spreadsheets

Independent work

Team collaboration

Diversity awareness

Education

High school diploma or equivalent

Tools

Google Suite

Job description

The Administrative Assistant II, provides advanced administrative support to the department and key team members by performing a wide range of complex clerical, organizational, and communication tasks. This role involves managing multiple schedules, overseeing office systems, and coordinating various aspects of daily operations. The Administrative Assistant II is responsible for overseeing office projects, maintaining confidential documents, preparing reports, and ensuring the office runs efficiently.

This position requires a higher degree of independence, multitasking, and problem-solving, contributing to the overall productivity of the team and department. Supervision received is general in nature using established procedures and general objectives and limited to problems or unusual conditions. Works both independently and with staff in a teamwork approach.

Milwaukee Area Technical College (MATC) is Wisconsin's largest and most diverse technical college, offering 170+ high-quality programs that connect students to a career in as little as one to two years. The college also offers a less expensive path to a four-year degree. MATC is transforming lives, industry and our community by preparing students today for the careers of tomorrow. Together, we are meeting the needs of the community we share and are focused on students with the greatest needs. We are seeking passionate individuals to join our team who shares the same passion in serving this purpose. Learn more about MATC at www.matc.edu.

• Administrative Support:Provides comprehensive administrative support to the department by maintaining the filing system, completing data entry, and assisting with the preparation of documents, reports, and correspondence. Manages and coordinates appointments, meetings, and conference room reservations with attention to detail and timely follow-up. Assists staff and management with both routine and specialized tasks.
• Project Coordination:Assists with tasks related to department projects, ensuring timely completion. May assist in leading smaller departmental projects or initiatives. Contributes ideas for process improvement and efficiency.
• Technology Integration Support:Assists in the implementation of software or department technologies. Provides support for advanced office tools (e.g., project management software, data analytics tools, etc.), including troubleshooting minor technical issues. May assist with some training.
• Maintains Office and Supplies:Ensures the office is kept clean, organized, and functional at all times. Performs office inventory management and proactively orders supplies when necessary. Maintains office equipment, ensuring that all tools and resources are fully operational.
• Ethics and Confidentiality:Practices honesty by demonstrating a consistent and uncompromising adherence to strong moral and ethical principles, values, truthfulness, and accuracy in all actions. Addresses all student and employee behavior in a confidential and respectful manner.
• Collaborative Teamwork: Establishes, maintains, and enhances positive work relationships with students, staff, faculty, and administrators.
• Continuous Learning & Professional Development:Maintains informed on emerging technology trends and common user issues in higher education with an emphasis on community Colleges. Actively organizes and/or participates in applicable workgroups, trainings, workshops, seminars, committees and professional associations or conferences to promote continuous learning.
• Other duties: Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.

Compliance with all state, federal, and accreditation standards/requirement, as well as all MATC policies and procedures.

Required Education & Experience: High school diploma or equivalent and three years of office experience.

KNOWLEDGE, SKILLS, & ABILITIES

• Excellent communication and interpersonal skills, with emphasis on strong organizational skills.
• Ability to understand, interpret and explain rules, regulations, procedures, and written and oral instructions.
• Ability to respond professionally to inquiries, complaints and information from various stakeholders.
• Experience utilizing record keeping and experience with document maintenance, retention and organization protocols.
• Ability to overcome obstacles by engaging internal and external resources.
• Ability to complete projects in a higher education setting.
• Ability to work in a fast-paced environment.
• Ability to communicate effectively through both oral and written means.
• Ability to establish, collaborate and maintain effective work relationships with students, faculty, staff, representatives of outside agencies, educational institutions, and the general public.
• Ability to convey an image of professionalism and dedication in work related activities.
• Ability to work with culturally diverse student and employee populations.
• Proficiency in the use of computers and software specific to position, including spreadsheets and Google Suite.
• Ability to successfully work independently.

Hours: This is a full-time, in-person position (38.75 hours per week), with occasional evening hours for special events. The standard schedule is Monday through Friday, between 7:45 AM and 6:15 PM.

Flexibility to travel to all campus locations is required. Actual hours worked may vary based on departmental needs,

Compensation Hourly rate of pay is listed to the midpoint of the salary range.

Application Materials & Requirements: Applicants (both internal and external) must complete the employment application in its entirety for consideration. A complete application entails providing thorough details, including personal information, educational background, and comprehensive work experience. This should include specific job positions held, duties performed, dates of employment, and any relevant licenses or certifications. Additionally, candidates may be required to attach copies of licenses, transcripts or certifications. It's crucial to ensure all aspects of the application are thoroughly completed.

EEO Milwaukee Area Technical College will not discriminate against any employee, applicant for employment, student, or applicant for admission on the basis of race, color, national origin, ancestry, sex, sexual orientation, creed, religion, political affiliation, marital status, parental status, pregnancy, disability, age, membership in any reserve component of the armed forces, union affiliation, arrest and conviction record, or any other protected category under applicable local, state or federal law.

Milwaukee Area Technical College is an Equal Opportunity/Access Educator/Employer operating under an affirmative action plan. Reasonable accommodations will be provided for qualified individuals with disabilities. If you have a disability and need special accommodation for the application process, please contact our office at 414-297-6529 (Wisconsin RelaySystem: 711) or email [e-mail]. Women, veterans, and minorities are encouraged to apply.