Administrative Assistant-STEM

Administrative Assistant

The School of STEM at Madison College is seeking an Administrative Assistant in a Limited Term Employment (LTE) opportunity to provide comprehensive administrative and operational support for departmental functions. This position coordinates meetings, events, trainings, calendars, purchasing, travel arrangements, supply orders, document preparation, course scheduling, and other routine processes that support the daily operations of academic and service areas.

Success in this role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while meeting deadlines in a fast-paced environment. The Administrative Assistant prepares and maintains reports, records, and data using college systems; supports onboarding and offboarding activities; assists with enrollment and course setup processes; and provides responsive customer service to students, faculty, staff, and external partners.

This position also supports budget-related activities by tracking expenses, reconciling transactions, managing purchasing cards, and helping ensure compliance with applicable procedures, grants, and contracts.

Position Details:

• Schedule:
  
  This is a 1-year LTE position working 40 hours per week, 52 weeks per year, Monday through Friday, 9:00am to 4:30pm. This position offers a hybrid work schedule 3-days on campus and 2 days remote, subject to change in accordance with Madison College policy.
• Expected Progression:
  This position includes an expected progression plan. Upon meeting departmental criteria, you will be eligible to receive a $1.00 per hour increase.
• Benefits:
  Madison College provides a generous benefits package of vacation, holidays, health/vision/dental/life insurance options, and you will be able to participate 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 August 2, 2026, at 11:59 pm. After this date, the recruitment may close without further notice. Interested applicants are encouraged to apply as soon as possible.

Required Documents (1):

• Resume

* 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, marketing, 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,…