Administrative Assistant II (Full-Time)

About the role

The Administrative Assistant II provides comprehensive 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.

Responsibilities

• Maintains the filing system, completes data entry, and assists 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.
• 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.
• 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.
• 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.
• Establishes, maintains, and enhances positive work relationships with students, staff, faculty, and administrators.
• 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.

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.

Benefits

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. 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. 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 414-297-6529 (Wisconsin Relay System: 711) or email jobs@matc.edu. . Health Insurance MATC offers a choice between two medical insurance plans. See below for plan types: Low Deductible PPO High Deductible PPO Upon selection, the coverage begins the first of the month following start date. You will have 30 days from your start date to enroll. MATC contributes a generous percentage towards medical insurance premium. Both medical plans include prescription drug coverage at no additional cost to employees. Employees are offered an option to enroll in a Health Care Flexible Spending Account (FSA) with the selection of the Low Deductible PPO plan. Employees are offered an option to enroll in a Health Savings Account (HSA) with the selection of the High Deductible PPO plan with employer contributions. Dental Insurance MATC offers a group dental plan through Delta Dental. Upon selection, the dental insurance plan coverage begins the first of the month following start date. Annual maximum per covered person is $2,500; plan covers preventive, routine, restoration, and has an orthodontic benefit for dependents up to age 19. Vision Insurance MATC offers a group vision plan through Superior Vision.. Upon selection, the vision insurance plan coverage begins the first of the month following start date. Plan covers eye exam, frames, lenses and contact lenses. Group Life Insurance MATC offers group term life insurance benefits through Madison National Life Insurance Company effective the first of the month of start date and is fully paid for by the College. The amount of insurance is based upon the employee’s annual earnings rounded to the higher $1,000.00. The benefit is doubled in the event of accidental death. Supplemental Life Insurance is also available at group rates for employees, spouses, and dependents to purchase. Long-Term Disability MATC offers long-term disability insurance through Madison National Life Company after 30 days of employment and is fully paid for by the College. Benefits provided are equal to 66 2/3% of base monthly earnings. Flexible Spending Accounts MATC offers two types of Flexible Spending Accounts (FSA): Health Care FSA Dependent Care FSA This type of benefit allows employees to set aside pre-tax dollars per calendar year for a variety of medical, dental, and vision expenses (for a Health Care FSA) and for day care expenses for children under 13 or family members that are dependent on you for more than half their support (for a Dependent Care FSA) up to a maximum amount. Retirement Savings Regular full-time employees of MATC who are hired for greater than 12 months become members of the Wisconsin Retirement System (WRS)'s pension system as of day one of employment. The College currently pays the full cost of the employer contribution (6.9%), and the employee pays the full part of the employee contribution of 6.9% of salary. There is a five year vesting period requirement in order to qualify for any employer contributions made on the employee's behalf. Contribution rates are subject to change annually as set by the State. In addition to the WRS pension account, employees may enroll in other optional retirement savings plan such as a 403(b) account or a 457 account on a pre-tax or post-tax basis. Sick Leave MATC offers employees a generous sick leave plan per year. Each employee may accumulate up to 165 days of full sick leave with an unlimited accumulation of half pay sick leave. Vacation MATC offers a vacation policy to employees for the purpose of rest and relaxation. Vacation is earned at a generous rate each year of employment. (Not available for Instructors) Paid & Flexible (Floating) Holidays MATC offers 12 paid holidays for non-Faculty positions and 7 paid holidays for Faculty positions. MATC provides two flexible (floating) holidays per employee per year. (Not available for Instructors).