Part-Time Administrative Assistant

Part-Time Administrative Assistant

Madison College is seeking a dynamic and detail-oriented Part-Time Administrative Assistant to join the School of Technologies and Trades office. This position provides administrative and operational support to departmental functions through class scheduling, fiscal operations, customer service and routine process coordination. Success in this role involves managing multiple priorities, preparing reports, maintaining accurate records and responding effectively to students, staff and faculty needs. This position contributes to institutional objectives by ensuring efficient administrative operations and consistent support for academic and service areas.

Position Details:

Schedule: This position is a flexible, part-time role scheduled for 25 hours per week, 52 weeks a year, with typical office hours falling between Monday and Friday, 8:00 am 4:30 pm. To support our campus community, this role requires a stronger in-person presence during the peak fall and spring academic terms, while offering enhanced schedule flexibility and remote opportunities during the summer months. Additional remote shifts throughout the year may be available depending on operational need and are subject to the Madison College remote work 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.

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 opened until filled, with a first review date of June 28, 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 (2):

Resume and Cover Letter

* Failure to include this document by the first consideration date will result in the disqualification of your application.

Accountabilities:

• Facilitates key administrative workflows including class scheduling, financial reporting, website management, and communications to ensure seamless daily department operations.
• Prepares, reviews and maintains a variety of reports, records, and data using college systems and tools to support operational accuracy and reporting needs.
• Support onboarding and offboarding processes for employees by facilitating communication, gathering documentation, supporting training, 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 financial and budget-related tasks such as entering contracts, communicating with vendors, tracking invoices, preparing financial reports, managing p-cards and supporting grant or contract compliance to maintain financial accuracy.
• Facilitates daily operations by overseeing compliance tasks, maintaining departmental systems, and executing strategic communications for students, faculty, and staff.
• Coordinates logistics for program meetings, events and trainings including scheduling, communication, materials preparation and on-site or virtual support to ensure smooth and efficient operations.
• 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.

Qualifications:

• Experience providing administrative, project, and operational support in a complex organizational environment.
• Demonstrated ability to manage multiple processes, maintain accuracy, meet deadlines, and work independently.
• Strong communication skills and the ability to collaborate effectively with internal and external stakeholders, contributing to a safe and inclusive learning and work environment.
• Proficiency with Microsoft Office products and experience with or ability to quickly learn systems such as Workday, SharePoint, PeopleSoft, and Brightspace.
• Ability to apply standardized procedures, policies and guidelines across administrative and academic functions.
• Ability to exercise independent judgment and effectively resolve problems.

Minimum Requirements:

• Education: 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.

• Work Experience: 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.