Administrative Assistant II (Full-Time)

Administrative Assistant II

The Administrative Assistant II provides advanced administrative support to the department and key team members by performing a wide range of complex clerical, organizational, and communication tasks. This role involves managing multiple schedules, overseeing office systems, and coordinating various aspects of daily operations. The Administrative Assistant II is responsible for overseeing office projects, maintaining confidential documents, preparing reports, and ensuring the office runs efficiently.

This position requires a higher degree of independence, multitasking, and problem-solving, contributing to the overall productivity of the team and department. Supervision received is general in nature using established procedures and general objectives and limited to problems or unusual conditions. Works both independently and with staff in a teamwork approach. Milwaukee Area Technical College (MATC) is Wisconsin's largest and most diverse technical college, offering 170+ high-quality programs that connect students to a career in as little as one to two years. The college also offers a less expensive path to a four-year degree. MATC is transforming lives, industry and our community by preparing students today for the careers of tomorrow. Together, we are meeting the needs of the community we share and are focused on students with the greatest needs. We are seeking passionate individuals to join our team who shares the same passion in serving this purpose.

Characteristic Duties and Responsibilities

• Administrative Support: Provides comprehensive administrative support to the department by maintaining the filing system, completing data entry, and assisting with the preparation of documents, reports, and correspondence. Manages and coordinates appointments, meetings, and conference room reservations with attention to detail and timely follow-up. Assists staff and management with both routine and specialized tasks.
• Project Coordination: Assists with tasks related to department projects, ensuring timely completion. May assist in leading smaller departmental projects or initiatives. Contributes ideas for process improvement and efficiency.
• Technology Integration Support: Assists in the implementation of software or department technologies. Provides support for advanced office tools (e.g., project management software, data analytics tools, etc.), including troubleshooting minor technical issues. May assist with some training.
• Maintains Office and Supplies: Ensures the office is kept clean, organized, and functional at all times. Performs office inventory management and proactively orders supplies when necessary. Maintains office equipment, ensuring that all tools and resources are fully operational.
• Ethics and Confidentiality: Practices honesty by demonstrating a consistent and uncompromising adherence to strong moral and ethical principles, values, truthfulness, and accuracy in all actions. Addresses all student and employee behavior in a confidential and respectful manner.
• Collaborative Teamwork: Establishes, maintains, and enhances positive work relationships with students, staff, faculty, and administrators.
• Continuous Learning & Professional Development: Maintains informed on emerging technology trends and common user issues in higher education with an emphasis on community colleges. Actively organizes and/or participates in applicable workgroups, trainings, workshops, seminars, committees, and professional associations or conferences to promote continuous learning.
• Other duties: Performs other related duties within the scope of the positionincluding monitoring expenditures and assisting with fiscal tracking to ensure the efficient operation of the division and support institutional objectives.

Qualifications

Compliance with all state, federal, and accreditation standards/requirement, as well as all MATC policies and procedures. Required minimum education and experience.

• At least a high school diploma or equivalent
• At least three (3) years of administrative office experience

Preferred Education & Experience:

• An associate's degree with coursework in business, or related field
• At least two (2) years of administrative office experience to include monitoring expenditures and assisting with fiscal tracking

KNOWLEDGE, SKILLS, & ABILITIES:

• Excellent communication and interpersonal skills, with emphasis on strong organizational skills.
• Ability to understand, interpret and explain rules, regulations, procedures, and written and oral instructions.
• Ability to respond professionally to inquiries, complaints and information from various stakeholders.
• Experience utilizing record keeping and experience with document maintenance, retention and organization protocols.
• Ability to overcome obstacles by engaging internal and external resources.
• Ability to complete projects in a higher education setting.
• Ability to work in a fast-paced environment.
• Ability to communicate effectively through both oral and written means.
• Ability to establish, collaborate and maintain effective work relationships with students, faculty, staff, representatives of outside agencies, educational institutions, and the general public.
• Ability to convey an image of professionalism and dedication in work related activities.
• Ability to work with culturally diverse student and employee populations.
• Proficiency in the use of computers and software specific to position, including spreadsheets and Google Suite.
• Ability to successfully work independently.

Supplemental Information

Start Date: This position supports the Community Education Division and is available to start as soon as possible. Position Details: This is a full-time hourly position, with a pay range of $18.74- $23.43.

• Hours: 100% IN PERSON, 38.75 hours per work week, year round. The hours would be 8am to 4:30pm on some days and 9:30am to 6pm on others.

• Location: primarily based out of our Walker's Square location with the ability to flex to other locations as needed Employees will conduct all work hours in the State of Wisconsin, performing work outside the state is strictly prohibited.

Compensation: Hourly rates are listed up to the midpoint of the range and placement is determined based on years of experience, internal salary equity, and a review of the applicant's employment and educational background as listed on the job application.

Application Materials & Requirements: To be considered for this position, all applicants (both internal and external) must submit a thoroughly complete application.

Please follow these steps.

1. Complete the Employment Application in its Entirety

You must provide thorough and detailed information for all sections of the application form. An incomplete application will not be considered.

2. Attach All Required Documents (At Time of Application)

• Cover Letter AND;

• Resume (up-to-date)

*Please note, submission of a resume does not satisfy the requirement for a thoroughly completed application.

Interview: The first round of virtual interviews (In-Person, or Spark Hire/One-Way) will be scheduled within two to three weeks of position closing date.

EEO: Milwaukee Area Technical College will not discriminate against any employee, applicant for employment, student, or applicant for admission on the basis of race, color, national origin, ancestry, sex, sexual orientation, creed, religion, political affiliation, marital status, parental status, pregnancy, disability, age, membership in any reserve component of the armed forces, union affiliation, arrest and conviction record, or any other protected category under applicable local, state or federal law.

Reasonable accommodations will be provided for qualified individuals with disabilities. If you have a disability and need special accommodation for the application process, please contact our office at View phone number on click.appcast.io (Wisconsin Relay System: 711) or email View email address on click.appcast.io.

Milwaukee Area Technical College