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Senior Administrative Coordinator
Madison, WI
Job Description
Senior Administrative Coordinator
Current Madison College employees must apply to the internal career site by logging into Workday
Job Posting Date:
May 10, 2024
Application Deadline:
Salary Information:
$24.21-$29.66
Department:
School of Academic Advancement
Job Description:
Madison College is hiring a Senior Administrative Coordinator to serve as a lead in the School of Academic Advancement, coordinating and performing the office management, administrative and student support duties. This position works as part of a team of administrative and student support staff, providing services to faculty, staff and students. The primary role of the position is to provide administrative support to the Dean, including calendar scheduling, setting agendas and taking minutes, creating presentations, and communicating with faculty and staff. This position provides critical, confidential, and professional administrative support including, but not limited to, coordinating and scheduling meetings; coordinating and monitoring purchase orders, faculty professional development and P-Card purchases; training office staff on department and College processes; communicating information to the College community; and performing all routine office tasks. This position serves as the lead for part-time, casual, and student positions within the office, and performs work onsite at our beautiful Goodman South campus.
This position reports to the Dean of School of Academic Advancement.
This is a full-time, 52-weeks per year, hourly position. Ideal working hours are 9am-5:30 pm, M-Thursday, and Friday 8am-4:30pm. Some flexibility to these hours, with supervisor approval.
Madison College's dedication to promoting equity, inclusion, and diversity is reflected in our Mission, Vision, and Values. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design, and deliver solutions. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we seek applicants who demonstrate they understand the benefits of diversity in a higher education community. Hiring a diverse workforce that mirrors our student population is more than just a commitment at Madison College-it is the foundation of what we are striving to do. Come be part of our great team!
Madison College offers an excellent benefits package including vacation, holidays, health/vision/dental/life insurance options and participation in the Wisconsin Retirement System (WRS).
This position will be open until filled, with a first consideration date of May 26, 2024, 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 (2)
- Resume
- Cover Letter
*Failure to include this document by the first consideration date will RESULT IN THE DISQUALIFICATION OF YOUR APPLICATION.
Essential Responsibilities:
- Performs purchasing functions, including creating and monitoring purchase orders and change orders, obtaining contract service agreements, department P-Card purchasing, reconciling and verification of transactions, securing quotes, purchasing office supplies, entering and updating vendors in Workday, closing POs, and tracking PO rollovers.
- Coordinate faculty professional development funds. Provide support for travel related expenses, including Workday spend authorizations, expense reports, and reconciling and verifying financial transactions, etc.
- Leads administrative support and office management duties for the School of Academic Advancement office, including providing support to managers and staff, assisting with special projects, supporting meetings and bid openings, managing calendars and files, training other staff in department and College processes, preparing reports, and oversees other general office work.
- Provides support for meetings, including scheduling, reserving rooms, taking and distributing meeting minutes, setting agendas, preparing information packets, coordinating guest speakers, leading meetings as needed. Assist with school wide events such as High School Ceremony, College Transition & Career Day, College Community Days, etc.
- Prepares department communication, including drafting and submitting Matters articles; developing and formatting PowerPoint presentations, videos, and flyers; producing and distributing reports and spreadsheets.
- Maintains Social media to promote updates, resources and events happening at the School. Serves as stakeholder for the school current/prospective website.
- Assist with the front-desk office of the School of Academic Advancement by answering calls, assisting walk-in customers, monitoring multiple email inboxes, and responding to questions and requests from students, staff, and the general public.
- Maintains a commitment to the college mission, vision and values.
Knowledge, Skills & Abilities:
- Skill in communicating effectively and professionally, both orally and in writing.
- Demonstrated skill in communications and human relations with populations of diverse socioeconomic and cultural backgrounds and persons with disabilities.
- Demonstrated knowledge of modern office practices and procedures, grammar, spelling, punctuation, modern English usage, and proofreading.
- Demonstrated skill at an advanced level using Microsoft Office and other applications, including Word, Excel, PowerPoint, Access, Drupal (web content software), Adobe Acrobat, Blackboard, and Workday.
- Skill in dealing tactfully and courteously with staff and the public and in establishing and maintaining effective working relationships.
- Ability to work independently, utilize effective organizational and time management practices, and make decisions with minimal direction.
- Ability to work with detailed information, assemble and organize data, and prepare reports.
Minimum Requirements:
- Associate Degree or equivalent working experience. *Experience used as an equivalent of an educational requirement is in addition to any experience required by the position.
- Three (3) years of work experience directly related to the skills required for successfully performing the duties of this position.
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.
If you are experiencing application issues, please contact us at the Talent Acquisition email Talent@madisoncollege.edu or HR hotline (608) 246-6900.
To ensure that emails from us regarding your application do not go to your spam folder, please add the @madisoncollege.edu domain as a safe sender in your email.
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, Compliance Coordinator, 1701 Wright Street, Madison, WI 53704 (608) 246.5221
To apply, visit https://madisoncollege.wd5.myworkdayjobs.com/en-US/jobsatMadisonCollege/job/South-Madison-Campus/Senior-Administrative-Coordinator_R0005047
About Us
Welcome! Thank you for visiting our career site, where Madison College is committed to matching talent to opportunity. We are known for our real-world, smart approach to learning - offering students innovative, high-tech career pathways and college transfer opportunities with more than 150 programs to choose from. Madison College is a great place to work and has been for over 100 years, serving more than 33,000 students in 12 south-central Wisconsin counties. The College offers generous salaries, benefits, and an inspiring work environment. Employees enjoy a culture dedicated to lifelong learning, wellness and inclusiveness.
Take some time and look around - once you've have a chance to explore our current opportunities, apply to the ones you feel best suit your interests, background and experiences. Thereafter, you can keep track of your application status and watch for new opportunities that might be of interest to you.
Along with our competitive wages, check out the benefits that we offer: https://madisoncollege.edu/careers
Learn More about Madison College: https://madisoncollege.edu/about
As part of the application process, finalists will undergo a background check including criminal history, educational verification, and references. Criminal history will not automatically disqualify you from employment. All cases are considered on an individual basis, and the offense will be compared to the position for which you are applying.
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Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full or Part Time
Required Education
High School or Equivalent
Required Experience
3 years
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