Job Details

Administrative Assistant - Part Time

Position Number: 9907168
Location: Madison, United States
Position Type: Secretary and Administrative Assistants

Administrative Assistant - Part Time

Current Madison College employees must apply to the internal career site by logging into Workday

Job Posting Date:

October 12, 2026

Application Deadline:

Salary Information:

$22.51 - $28.14

(For current employees, pay may not be restricted to the posted range and will be set in accordance with the Madison College Compensation Manual guidelines for internal salary placement.)

Department:

SoSTEM Grants

Job Description:

Madison College is seeking a part-time Administrative Assistant to play an important role in the School of Engineering, Science, and Mathematics, focusing on supporting Renewable Energy students and faculty. This position is integral to the NSF grant-funded Center for Renewable Energy Advanced Technical Education (CREATE). Key responsibilities include acting as the Department Buyer, managing procurement for goods and services, overseeing quotes, bids, and purchasing contracts, and handling vendor payments. In addition, the position involves verifying deliveries, validating invoices for grant-related services, and ensuring compliance with grant-reporting standards and budget alignment.

The Administrative Assistant will also be tasked with organizing national-level events for the grant, serving as the primary contact, and managing logistics for participants. Responsible for processing stipends for grant participants and maintaining accurate records to comply with internal and external regulations, facilitating effective communication within the CREATE project team.

This position requires regular coordination with the Grant Manager, Center Director/PI, and other team members in the School of Engineering, Science, and Mathematics.

Position Details:

Schedule: This is a 20-hour per week position. This position offers a hybrid work schedule 3 days on campus and 2 days remote, 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.

Grant-Funded Position: This position is funded through an NSF grant. The current funding period extends through June 30, 2027, with funding anticipated to be renewed annually.

First Consideration Date: This position will be open until filled, with a first review date of October 26, 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):

Cover Letter
Resume

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

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!

Accountabilities:

Department Buyer: Implements Requests for Quotes/Proposals/Bids with outside vendors for goods, fees, and services; creates, encumbers, and tracks purchase orders in the college Workday system; and maintains project procurement tracking records.
Collaborates with Madison College Contracts, Purchasing, Grants Accounting, and Accounts Payable. Reviews and initiates contracts, monitors grant-funded consultant and evaluator expenditures, coordinates invoice payments, and processes purchase order amendments and change orders as needed.
Coordinates major events, workshops, meetings, trainings, and other grant-supported activities, serving as the primary point of contact for participants and event venues/hosts. Supports scheduling, communications, print materials, room reservations, presentation space, catering, supply acquisition, shipping, and on-site or virtual event operations.
Provides administrative support for department operations including calendar coordination, travel arrangements, marketing support, document preparation, records management, and other activities that support day-to-day operations.
Coordinates purchasing, budget, and grant-related administrative activities including expense tracking, transaction reconciliation, p-card administration, stipend and consultant payments, and compliance documentation.
Procures, ships, tracks, and maintains inventory records for equipment awards, departmental supplies, and other resources. Develops and implements organization and inventory control processes to support department and grant activities.
Prepares, reviews, and maintains reports, records, inventories, and other data using college systems and tools to support operational accuracy, compliance, and reporting requirements.
Provides customer service and frontline support to students, faculty, staff, external partners, consultants, and workshop participants by responding to inquiries, resolving issues, and directing requests as appropriate.
Exercises independent judgment to resolve routine issues, prioritize competing responsibilities, and improve administrative processes, workflows, and operational efficiency.

Knowledge, Skills & Abilities

Knowledge of administrative procedures, scheduling practices and recordkeeping standards.
Knowledge of scheduling systems, academic processes and institutional policies.
Skill in using administrative software and databases.
Ability to apply standardized procedures, policies and guidelines across administrative and academic functions.
Ability to manage multiple processes, meet deadlines and maintain accuracy in a fast-paced environment.
Ability to exercise independent judgment and problem-solving on routine problems.
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.

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.

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, Director, Civil Rights and Compliance, 1701 Wright Street, Madison, WI 53704 (608) 246.5221

To apply, visit https://madisoncollege.wd115.myworkdayjobs.com/en-US/jobsatMadisonCollege/job/Truax-Campus-Madison/Administrative-Assistant---Part-Time_R0005954

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.