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Administrative Assistant I (Full-Time Limited Term)
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Position Number: 5600278
Location: Milwaukee, WI
Position Type: Secretary and Administrative Assistants

Administrative Assistant I (Full-Time Limited Term)

Salary: $37,148.80 - $46,404.80 Annually
Job Type: Full-Time - Limited Term
Job Number: 2024-04787
Closing: 9/19/2024
Location: Milwaukee, WI
Division: Diversity, Equity and Inclusion

Description

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. MATC's diverse team members - 42% of whom are employees of color--work with a purpose to serve the students who make us one of the most diverse two-year institutions in the Midwest. Together, we are meeting the needs of the community we shared and committed to eliminating equity gaps in higher education for both students and employees. We are seeking passionate individuals to join our team who shares the same passion in serving this purpose. Learn more about MATC at www.matc.edu.

Work Schedule:
One (1) Full-Time Limited Term position ending on 6/30/2025
40 hours per week, hours vary based on departmental needs. This is a year-round position.
Performs a wide variety of simple administrative and staff support duties of a highly responsible and confidential nature to assist in the administrative operations of the college. Work requires broad knowledge of departmental and college operations, policies and procedures, and the exercise of independent judgment, including discretion in the resolution of minor problems and details.
Provides support in a variety of functions to an individual, team, department, or other group in an organization. Collects, reviews and analyzes data, and prepares reports, charts, budgets and other presentation materials. Responds to or routes routine inquiries from external or internal sources with standard correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities. Additionally, has basic word processing, spreadsheet and graphics software skills. Possesses a moderate understanding of general aspects of the job. Works under the close direction of senior personnel in the functional area.

Characteristic Duties and Responsibilities

Perform administrative tasks to attract, retain, and progress students.
Data entry, word processing, filing, composing routine correspondence, greeting and helping visitors and directing them to appropriate person if necessary, answering phones, making appointments, maintaining records, ordering supplies and equipment repairs.
Respond to correspondence; edit and proof read documents; maintain financial, personnel, gift and/or student records and databases, and update them as necessary.
Perform front desk reception duties.
Coordinate all aspects of advisory committees and meetings, start to finish.
Track budget, compile and analyze information for reports or presentations. Prepare charts, graphs, or tables.
Audit timecards for accuracy and completeness. Compose and send emails communicating timecard errors or other timecard issues to leadership.
Prepare work orders, monitor expenditures and budgets; make travel arrangements, perform administrative services related to faculty and staff searches, student assignments, and conferences and meetings; answer questions about routine policies applicable to the department or office; and oversee the work performed by student employees.
Prepare and processes requisitions, standard forms, invoices and related documents according to the college procedures and guidelines.
Prepare correspondence, memos, minutes, reports, agendas, and other complex, technical and or confidential documents captures by various methods.
Gathers and/or provides factual information, maintains records, and interprets data requiring reference to a variety of sources; maintains complex statistical reports including designing formats for complex tables, charts and graphs; may conduct special studies to report recommendations as requested.
Run CROA reports.
Drafts and prints forms, composes original correspondence and compiles factual reports which require exercise of judgment and knowledge of departmental and district procedures.
Initiates, maintains and manages exchange of electronic data to record or verify a variety of complex or encoded data; receives and reviews input and output data; maintains and revises lists, control records and other source documents.
Key requisitions and room requests.
Identifies, researches, analyzes and interprets data to generate reports.
Answers telephones and directs calls to designated personnel. Responds to questions and inquiries by providing information of a technical nature, requiring knowledge of department operations and procedures; exercises discretion in determining the nature of information to be released; refers unusual inquiries to supervisor for handling.
Responds both orally and in writing to questions relative to the application of district and departmental procedures.
Enter internal/external purchase requisitions and monitor approval process.
Operates personal computer and/or laptop, calculator, photocopying, fax machine and other office equipment.
Receives, opens, prioritizes, distributes, and re-routes mail.
Maintains and orders office supplies, equipment and materials needed for the department and capital equipment used by other college units.
Performs other related duties as required or assigned

Qualifications

MINIMUM QUALIFICATIONS

Required Education: High School Diploma and one (1) year additional coursework in a postsecondary school.

Required Experience: Must have a minimum of one (1) year of office experience.

Preferred Education: Associate degree.

Preferred Experience: Two (2) years office experience.

Specialty Skills:

Ability to create and maintain a positive work environment.
Ability to multi-task.
Ability to handle change.
Exceptional abilities for attention to detail.

COMPETENCIES

Cultivates innovation
Optimizes work processes
Ensures accountability
Collaborates
Interpersonal savvy
Communicates effectively
Instills trust
Customer focus
Action oriented
Values differences
Self-development
Compassion

KNOWLEDGE, SKILLS, AND ABILITIES

Thorough knowledge of business English, spelling, punctuation and composition.
Thorough knowledge of modern business office practices, procedures and skill in their applications.
Knowledge of and proficiency in the use of a personal computer, computer applications and software such as Word, Excel, Electronic Mail, etc.
Ability to keep complex records, to assemble and organize data, and prepare reports from such records.
Ability to compose a wide variety of correspondence without specific instructions.
Ability to take and transcribe dictation accurately.
Ability to establish and maintain effective working relationships with all levels of other staff, employees, students and the public.
Ability to maintain confidential information and communicate effectively about sensitive issues through both oral and written means.
Ability to work under stress and pressure.

PHYSICAL DEMANDS

Ability to lift up to 15 lbs., carry, and push up to 20 lbs. and ability to pull up to 50 lbs.
Ability to climb stairs and a ladder and maintain balance.
Ability to stoop, kneel, crouch, reach, hear and speak.
Sitting/Standing/Walking: 75% of time spent sitting, 20% of time standing, and 5% of time walking.

Supplemental Information

Start Date:

This position supports the DEI- Multicultural Office and is available to start immediately.

Hours:

Up to 40 hours weekly, in-person, primarily based out of the Downtown Campus. Work is conducted during scheduled course hours, Monday - Friday

Salary:

Salary is determined by years of experience credit and internal salary equity. Salary determination will be only based on years of credited experience that is listed on the job application, please include complete work history.

Interviews:

Selected qualified candidates will be invited to virtually interview for this position on a date to be determined.

EEO/AA:

Milwaukee Area Technical College is an Equal Opportunity/Access Educator/Employer operating under an Affirmative Action Plan. 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 414-297-6529 (Wisconsin Relay System: 711) or email jobs@matc.edu. Women, veterans, and minorities are encouraged to apply.

To apply, visit https://www.schooljobs.com/careers/matc/jobs/4640259/administrative-assistant-i-full-time-limited-term