Administrative Specialist - Mequon Campus (MATC Employees Only)

Milwaukee Area Technical College; Mequon (WI); On-site; USD 42,000 - 56,000; Full time

Job summary

Milwaukee Area Technical College (MATC) seeks an experienced administrative professional to provide comprehensive office support in the Facilities Services division at the Mequon campus. Responsibilities include preparing documents, coordinating meetings, and assisting with budgeting and purchasing to ensure efficient operations.

The role requires an Associate degree in Business or a related field and at least three years of relevant experience.

Qualifications

• Associate degree in Business or related field required.
• Three years of office administrative or support experience.
• Ability to interpret policies, maintain confidentiality, and exercise discretion.

Responsibilities

• Prepare correspondence, memos, minutes, and reports with accuracy.
• Coordinate meeting schedules, agendas, and follow-up actions.
• Assist with division budgeting, invoices, and purchasing.
• Maintain confidential files and records; organize filing systems.
• Support professional development and equity initiatives as needed.

Skills

Administrative support

Scheduling & coordination

Communications

Microsoft Office Suite

Education

Associate degree in Business or related field

Bachelor's degree in Business or related field

Tools

Microsoft Word

Microsoft Excel

Office 365

Job description

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.

Under the general supervision, this position performs a wide variety of administrative and office support duties of a highly responsible and trustworthy nature. Work requires broad knowledge of departmental and institutional operations, policies and procedures, and the exercise of judgement, ingenuity and discretion to resolve minor problems and administrative details in anticipation of the needs of the department. Responsibilities include budget information, procurements, correspondence, inquiries, schedule conflicts, etc., wherein alternatives are determined by applying routine interpretation of established policies, procedures and practices.

• Operational Support: Prepares correspondence, memos, minutes, reports and other complex, technical and/or confidential documents. Oversees the preparation of a variety of other materials to include correspondence, documents, reports, proposals, charts, or memos from rough draft or recordings.
• Meeting Scheduling and Coordination: Assists management on work orders for the campus(es) that are needed; maintains calendars; track and record work orders and itineraries for leadership; prepares and confirms necessary authorizations, completes any administrative requests. Prepares and coordinates agendas and support materials for meetings; distributes materials to appropriate individuals; coordinates meeting arrangements including scheduling and follow-up; takes and transcribes minutes as required.
• Correspondence and Communication: Composes correspondence independently requiring knowledge of policies, procedures and practices in response to general inquiries and requests for the department.
• Budget and Record Keeping: Provides assistance with the division’s budget including monitoring of expenditures and account balances, preparing and reconciling the monthly departmental credit card report, processing invoices, and ordering office supplies. Maintains and coordinates comprehensive office and confidential files; organizes, develops, and implements new filing systems as required. Assist with supply inventory tracking and ordering of supplies as needed.
• Equipment operations and maintenance: Operates personal computer, office equipment and other relevant equipment necessary to complete tasks. Maintains computer and related equipment inventory for the division. May be responsible for monitoring equipment maintenance needs as needed.
• Committee Involvement: May be asked to participate in cross-functional committees as needed.
• Continuous Learning & Professional Development: Maintain current knowledge of best practices and standards in accounting with an emphasis on community Colleges. Actively organize and/or participate in applicable workgroups, committees and professional associations or conferences to promote continuous learning. Participate in trainings and workshops to increase knowledge, awareness, and practice of the College’s diversity, equity, and inclusion initiatives.
• Other duties: Perform 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

Associate’s degree in Business or related field. Three (3) years’ experience in an office administrative or support position.

Preferred Education & Experience

Bachelor’s degree in Business or related field. Five (5) years experience in an office administrative or support position.

Competencies

• Cultivates innovation
• Optimizes work processes
• Ensures accountability
• Collaborates
• Interpersonal savvy
• Communicates effectively
• Instills trust
• Customer focus
• Action oriented
• Values differences
• Self-development
• Compassion

Knowledge, Skills and Abilities

• Requires a broad knowledge of current business office practices, procedures and composition.
• Demonstrated knowledge of Generally Accepted Accounting Principles and Governmental Accounting Standards.
• Ability to take and transcribe recordings accurately and rapidly.
• Deadline and detail-oriented, with strong organizational, analytical, and planning skills.
• Knowledge of and proficiency in the use of a personal computer, computer applications and software such as Word, Excel, Electronic Mail, etc.
• Ability to keep complex records, to assemble and organize data, and prepare reports from such records.
• Ability to compose a wide variety of correspondence without specific instructions.
• Strong written communication skills; ability to write clear, structured, articulate communications.
• Excellent organizational skills with an ability to prioritize and manage multiple tasks and a variety of demands.
• Strong self-motivation and ability to work both independently and as a team member.
• Demonstrated ability to work effectively with people of diverse backgrounds and promote a positive working environment.

Start Date

This position supports the Department of Facilities Services and is available to start after January 4, 2027.

Job Parameters

This is 40 hour a week, year round, 100% IN PERSON position. NOT available for hybrid or virtual hours.

Hours

The work hours would be 8am to 4:30pm.

Location

Based out of our Mequon Campus. All work must be performed in the state of Wisconsin.

Salary

Salary is determined by years of experience credit and internal salary equity. Salary determination will be only based on years of credited experience that is listed on the job application, please include complete work history. Pay rates are listed up to the midpoint of the range and placement is determined based on years of experience, internal equity, and a review of the applicant's employment and educational background as listed on the job application.

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. 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 Relay System: 711) or email [e-mail].