Administrative Specialist

Madison College

  • Madison, WI
  • Permanent
  • Part-time
  • 13 days ago
Current Madison College employees must apply to the internal career site by logging into WorkdayJob Posting Date: August 22, 2025Application Deadline:Salary Information: $20.10 - $23.48Department: Gateways to CollegeJob Description:Madison College’s Gateway to College Department is seeking a Administrative Specialist to provide comprehensive administrative support for the Gateway to College and Early College Programs. Responsibilities include ordering supplies, and creating, receiving, editing, and processing enrollment and program-related documents.The Administrative Specialist collaborates with internal and external partners on scheduling, billing, and other operational tasks to support students and staff. Additionally, this position serves as a receptionist, offering information and assistance to faculty, students, and the public via email, phone, and in-person interactions.This position reports to the Manager of the Gateway to College program.Position Details:This is a part-time position, scheduled for 20 hours per week year-round (52 weeks). Core hours are Monday through Friday, 8:30am - 1:30pm. Additional flexibility may be available, with the potential for increased hours during the academic year and reduced hours during the spring and summer terms.This is a grant funded, renewable position through June 30, 2026. Continuation of this position is dependent on continued grant funding beyond this date. However, it is expected to be renewed.Madison College believes every team member brings unique perspectives and experiences that enhance our ability to understand and engage with the communities we serve, address challenges, and develop innovative solutions. Come be part of our great team!This position will be open until filled, with a first consideration date of September 7,2025, 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
  • Cover Letter
*Failure to include these documents by the first consideration date will RESULT IN THE DISQUALIFICATION OF YOUR APPLICATION.Accountabilities:
  • Provides front desk support by greeting visitors, responding to phone and email inquiries and directing students, staff and guests to appropriate services to ensure responsive service.
  • Assists with meeting and event coordination by reserving rooms, ordering supplies, preparing materials and supporting scheduling logistics to facilitate smooth operations.
  • Performs routine administrative tasks such as proofreading correspondence, taking meeting minutes and updating documents and files to support internal communication and documentation accuracy.
  • Assists with textbooks and course-related materials with the bookstore, duplication, and purchasing departments.
  • Supports data entry and records maintenance by entering information into college systems, monitoring student status and preparing reports as directed to ensure accurate recordkeeping.
  • Aids in course scheduling processes by preparing and tracking scheduling data and assisting staff with documentation to support accurate course offerings and enrollment.
  • Assists with outreach and recruitment activities by helping prepare materials, coordinating communications and supporting events to promote engagement with students and partners.
  • Supports onboarding processes by preparing welcome materials, assisting with forms and coordinating logistics for new students, staff or faculty to ensure readiness and support.
  • Exercises judgment in responding to routine questions, triaging requests and resolving basic service issues to maintain daily efficiency and provide timely support.
  • Contributes to an inclusive, equitable and supportive environment where everyone at the institution feels valued, respected and empowered to reach their full potential.
Knowledge, Skills & Abilities：
  • Knowledge of general office procedures and basic clerical practices.
  • Knowledge of standard office software and data entry systems.
  • Skill in organizing information, scheduling activities and managing routine administrative details.
  • Ability to provide customer service and resolve concerns.
  • Ability to follow written and verbal instructions to complete tasks accurately and on time.
  • 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:
  • High School Diploma or equivalent working experience. *Experience used as an equivalent of an educational requirement is in addition to any experience required by the position.
Experience:
  • 0-2 years of relevant work experience
  • While not a requirement, ability to speak Spanish is preferred
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 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

Madison College