Administrative Assistant

Administrative Assistant

The School of Professional and Continuing Education at Madison College is seeking an Administrative Assistant. In this role you will be responsible for ensuring the effective, compliant and student-centered delivery of Continuing and Professional Education (SPACE) programming with the primary focus on Safety Education. Program classes include Traffic Safety, Group Dynamics and Multiple Offender.

The Administrative Assistant serves as a central administrative resource; by coordinating courses, supporting students and instructors, maintaining accurate records and ensuring alignment with Department of Transportation (DOT) requirements and other regulatory or community partners.

This position provides comprehensive administrative and operational support through scheduling, purchasing, customer service and coordination of routine processes, requiring strong organization, attention to detail and the ability to manage multiple priorities. Success in this role contributes to institutional objectives by promoting efficient operations, maintaining compliance standards and delivering consistent, high-quality support to academic and service areas.

This is a full-time, 40 hours a week, 52 weeks a year position. Standard office hours of 8:30am to 4:30pm, Monday through Friday. Opportunity to work virtually two (2) days a week after three (3) months, subject to change in accordance with Madison College policy.

This position includes an expected progression plan. Upon meeting departmental criteria, you will be eligible to receive a $1.00 per hour increase.

Madison College offers an excellent benefit package including health/vision/dental/life insurance options and participation 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 world, tackle challenges, and develop innovative solutions. Come be part of our great team!

This position will be open until filled, with a first review date of March 8th, 2026, at 11:59pm. After this date, the recruitment may close without further notice.

Required Documents (2):

• Resume
• Cover 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.
• Assists with course setup, scheduling and enrollment-related processes by entering data, managing class logistics and updating information to support academic and non-credit offerings.
• Exercises independent judgment to solve routine problems, prioritize tasks and improve administrative processes to enhance efficiency and support unit goals.
• Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.

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:

• Associate degree or equivalent additional work experience
• 0-2 years of relevant work experience

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.

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 (608) 246-6210 or (800) 322-6282 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 (608) 246.5221