Student Intake and Administrative Support

Student Intake And Administrative Support

Madison College is seeking a highly organized and service-oriented Student Intake and Administrative Support professional to join our Dean of Student Office team. In this vital role, you will provide essential administrative and operational support to the Dean of Students Office and associated departments (e.g., Counseling and Counseling Success, Disability Resource Services, etc.). Key responsibilities include coordinating scheduling, and purchasing, maintaining records, facilitating customer services and supporting a variety of routine processes such as course and classroom scheduling and responding to inquiries related to concerns/complaints, student conduct, behavioral intervention, conflict management, civil rights processes and procedures, academic integrity, external partnerships, and more.

Success in this role requires the ability to manage multiple priorities, maintain accurate records, and respond effectively to the needs of students, faculty, and staff. This position supports institutional goals by ensuring efficient administrative operations and reliable service delivery across academic and support areas.

Position Details:

Schedule: Monday through Friday, 8:00am 4:30pm, with occasional evening hours based on department needs. This position is onsite with the option to work remotely based on operational needs, 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 opened until filled, with a first review date of May 27, 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.

Our goal is to conduct first-round interviews on June 10th & June 11th and second-round interviews on June 18th and June 19th. Final round interviews will be scheduled June 22nd through June 26th.

Required Documents (2):

1. Cover letter

2. 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 but not limited to calendar coordination, purchasing, travel arrangements, course and classroom scheduling, instructor assignments/tag letters, 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, creating files, 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 operational processes by supporting compliance activities, maintaining systems, facilitating communications, and assisting with general supervision and scheduling of student employees to ensure effective unit 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.

Knowledge, Skills & Abilities:

• Knowledge of administrative procedures, scheduling practices, and recordkeeping standards.
• Knowledge of course set-up and classroom scheduling systems, academic processes, and institutional policies.
• Knowledge of and ability to learn and use advanced features of software, such as Microsoft Office, Maxient, PeopleSoft Student Administration System, Navigate Student Success Platform, CRM, Workday, and Cognos.
• Ability to learn, retain, and apply standardized procedures, policies, and guidelines across administrative and academic functions.
• Ability to prioritize competing demands, manage multiple processes, meet deadlines, and maintain accuracy in a fast-paced environment; Strong organizational skills, precision, and keen attention to detail.
• Ability to exercise independent judgment, critical thinking, and analysis to solve routine problems and improve processes proactively.
• 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.
• Excellent interpersonal skills with the ability to handle escalated situations with tact, professionalism, and diplomacy; Ability to act and speak with discretion.

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.

Preferred Education: human services, education, social work, psychology, counseling, administration, or related field

Work Experience:

• 0-2 years of relevant work experience

Preferred Work Experience:

• Three (3) or more years of administrative or program support experience, preferably in a college or university environment.
• Direct experience supporting students, faculty, or student services units such as student conduct, disability services, advising, or counseling.
• Experience with college systems such as PeopleSoft, Navigate, Maxient, Workday, and/or CRM platforms

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.