Grants & Operations Administrative Assistant

Madison Area Technical College; Madison (WI); Hybrid; USD 31,000 - 39,000; Part time

Job summary

Madison Area Technical College seeks a part-time Administrative Assistant to support Renewable Energy students and faculty within the CREATE NSF grant. Responsibilities include procurement, vendor coordination, event planning, stipend processing, and budget compliance in a hybrid 20-hour-per-week role.

The position collaborates with Grant Manager and department leaders, requires an Associates degree or related experience, and offers progression with a $1.00/hour increase upon meeting criteria.

Qualifications

• Associates Degree or equivalent relevant work experience. *Experience used as an equivalent of an educational requirement is in addition to any experience required by the position.
• 2+ years of relevant work experience.
• 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.

Responsibilities

• Department Buyer: Implements Requests for Quotes/Proposals/Bids with outside vendors for goods, fees, and services; creates, encumbers, and tracks purchase orders in the college Workday system; and maintains project procurement tracking records.
• Collaborates with Madison College Contracts, Purchasing, Grants Accounting, and Accounts Payable. Reviews and initiates contracts, monitors grant-funded consultant and evaluator expenditures, coordinates invoice payments, and processes purchase order amendments and change orders as needed.
• Coordinates major events, workshops, meetings, trainings, and other grant-supported activities, serving as the primary point of contact for participants and event venues/hosts. Supports scheduling, communications, print materials, room reservations, presentation space, catering, supply acquisition, shipping, and on-site or virtual event operations.
• Provides administrative support for department operations including calendar coordination, travel arrangements, marketing support, document preparation, records management, and other activities that support day-to-day operations.
• Coordinates purchasing, budget, and grant-related administrative activities including expense tracking, transaction reconciliation, p-card administration, stipend and consultant payments, and compliance documentation.
• Procures, ships, tracks, and maintains inventory records for equipment awards, departmental supplies, and other resources. Develops and implements organization and inventory control processes to support department and grant activities.
• Prepares, reviews, and maintains reports, records, inventories, and other data using college systems and tools to support operational accuracy, compliance, and reporting requirements.
• Provides customer service and frontline support to students, faculty, staff, external partners, consultants, and workshop participants by responding to inquiries, resolving issues, and directing requests as appropriate.
• Exercises independent judgment to resolve routine issues, prioritize competing responsibilities, and improve administrative processes, workflows, and operational efficiency.

Skills

Administrative procedures

Scheduling systems

Recordkeeping

Communication

Budget & procurement

Event coordination

Customer service

Problem solving

Education

Associates Degree or equivalent

Job description

Madison Area Technical College seeks a part-time Administrative Assistant to support Renewable Energy students and faculty within the CREATE NSF grant. Responsibilities include procurement, vendor coordination, event planning, stipend processing, and budget compliance in a hybrid 20-hour-per-week role.

The position collaborates with Grant Manager and department leaders, requires an Associates degree or related experience, and offers progression with a $1.00/hour increase upon meeting criteria.