Office Administrator, Institutional Policy and Strategy Unit

Madison Area Technical College; Madison (WI); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Vacation and holidays

Health/Dental/Vision insurance

Wisconsin Retirement System (WRS)

Job summary

Madison College is seeking an exceptional Office Administrator to provide high-level administrative and operational support to the Institutional Policy and Strategy Unit.

Reporting to and working closely with the EVP for Policy and Strategy, this position plays an important role in supporting the effective and efficient operations of the unit and ensuring priorities are carried forward with accuracy and discretion.

Qualifications

• Bachelor’s Degree required; An Associate’s may be considered with equivalent experience.
• Experience in high-level administration or supporting senior leadership.
• Strong knowledge of Microsoft 365 and institutional procedures.

Responsibilities

• Plans and coordinates purchasing, travel and financial transactions and long-term administrative services.
• Prepares reports, presentations, forms, spreadsheets, and other documents using Microsoft 365 apps.
• Supports planning and coordination of meetings, events and communications to enhance engagement.
• Provides project and operational support across grants, contracts, reporting and budget planning.
• Exercises independent judgment in resolving complex operational issues day-to-day.

Skills

Administrative procedures

Budget monitoring

Scheduling systems

Microsoft 365

Communication skills

Education

Bachelor's Degree

Associate's Degree considered with equivalent experience

Tools

SharePoint

Teams

Excel

Word

PowerPoint

Job description

Madison College is seeking an exceptional Office Administrator to provide high-level administrative and operational support to the Institutional Policy and Strategy Unit. Reporting to and working closely with the Executive Vice President (EVP) for Policy and Strategy, this position plays an important role in supporting the effective and efficient operations of the unit and ensuring that priorities and initiatives are carried forward with accuracy, discretion, and sound judgment.

The EVP for Policy and Strategy supports the college president’s priorities, ensuring alignment across the college and advancing the institution’s mission through vision and strategy development and implementation. The unit encompasses Institutional Effectiveness; the School for Professional and Continuing Education; operations and administration for four rural/semi-rural branch campuses; government and community relations; and workforce development.

Success in this role requires sound judgment, strong organizational skills, the ability to manage complex processes, and the ability to build and maintain effective relationships with internal and external stakeholders. The ideal candidate will be highly organized, proactive, adaptable, and comfortable working independently while supporting priorities that span multiple areas of the college.

This is a full-time, exempt, in-person position. The typical work schedule is Monday through Friday, with hours generally scheduled within the 8:00 a.m. to 6:00 p.m. timeframe. Occasional flexibility outside of the typical work schedule may be required, including rare weekend commitments.

Madison College offers an excellent benefits package including vacation, holidays, health/vision/dental/life insurance options and participation in the Wisconsin Retirement System (WRS).

Accountabilities:

• Plans and coordinates purchasing, travel and financial transactions and long-term administrative services including monitoring budgets, and resolving discrepancies and ensuring compliance with institutional policies to support operational continuity.
• Prepares reports, presentations, forms, spreadsheets, and other documents using Microsoft 365 applications, including SharePoint, Teams, Word, Excel, PowerPoint, and various AI tools.
• Supports planning and coordination of meetings, events and communications to enhance engagement, ensure accuracy of documentation, support with tracking projects and align with departmental initiatives.
• Provides project and operational support across multiple areas including grants, contracts, reporting and budget planning to improve efficiency and meet institutional goals.
• Exercises independent judgment in resolving complex operational issues, improving processes and supporting day-to-day departmental functions to ensure effective service delivery in a fast-paced environment.

Knowledge, Skills & Abilities:

• Knowledge of administrative procedures, records management practices and budget monitoring.
• Knowledge of scheduling systems, academic processes and institutional policies.
• Skill in using administrative software, databases and reporting tools.
• Ability to interpret and apply complex 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 handle confidential and sensitive information with discretion and professionalism.
• Must possess excellent interpersonal and communication skills.
• Education:
• Bachelor’s Degree required. An Associate’s Degree may be considered with equivalent additional work experience.
• Experience:
• (3) Three plus years of relevant, professional administrative experience, preferably supporting senior leadership or comparable high-level roles.

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.