Administrative Assistant II (Part-Time)

About the role

This position provides advanced administrative support to the department and key team members by performing a wide range of complex clerical, organizational, and communication tasks. Responsibilities include managing multiple schedules, overseeing office systems, coordinating daily operations, managing confidential documents, preparing reports, and ensuring efficient office functioning. The role requires a higher degree of independence, multitasking, and problem-solving, contributing to overall team and department productivity. Supervision is general in nature, with established procedures and objectives, and limited to addressing problems or unusual conditions. Works both independently and collaboratively in a team approach.

Responsibilities

• Provides comprehensive administrative support including maintaining filing systems, data entry, and assisting with document, report, and correspondence preparation.
• Manages and coordinates appointments, meetings, and conference room reservations with attention to detail and timely follow-up.
• Assists staff and management with routine and specialized tasks.
• Assists with department projects to ensure timely completion; may lead smaller projects or initiatives and contribute ideas for process improvement.
• Supports implementation of software or department technologies; provides assistance with advanced office tools, including troubleshooting minor technical issues and may assist with training.
• Ensures office cleanliness, organization, and functionality; performs inventory management and orders supplies as needed; maintains office equipment.
• Practices honesty and confidentiality in all actions; addresses student and employee behavior with discretion and respect.
• Establishes and maintains positive work relationships with students, staff, faculty, and administrators.
• Maintains awareness of emerging technology trends and common user issues in higher education, especially community colleges; participates in applicable workgroups, trainings, workshops, seminars, committees, or professional associations.
• Performs other related duties as required for efficient division operation and to support institutional objectives.

Requirements

• Compliance with all state, federal, and accreditation standards/requirements, as well as all MATC policies and procedures.
• Required: High school diploma or equivalent and at least three (3) years of administrative office experience.
• Preferred: Associate's degree with coursework in business or related field and at least two (2) years of administrative office experience.

Knowledge, Skills, & Abilities

• Excellent communication and interpersonal skills with strong organizational ability.
• 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 with record keeping, 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 and work in a fast-paced environment.
• Ability to communicate effectively both orally and in writing.
• Ability to establish, collaborate, and maintain effective work relationships with students, faculty, staff, representatives of outside agencies, educational institutions, and the public.
• Ability to convey professionalism and dedication in work-related activities.
• Ability to work with culturally diverse student and employee populations.
• Proficiency in computers and software specific to the position, including spreadsheets and Google Suite.
• Ability to work independently.

Schedule

• Part-time hourly position with up to 19 hours per week, year-round.
• Hours: 8:00 AM to 12:00 PM (Monday through Thursday) and 8:00 AM to 11:00 AM (Fridays).
• 100% on-site at the Milwaukee Downtown location.
• All work must be performed in the State of Wisconsin; work outside the state is prohibited.

Pay

• Hourly pay range: $18.74 – $23.43.
• Offers will fall within this range, not necessarily at the high end.
• Placement within the range is determined based on years of experience, internal salary equity, and review of applicant’s employment and educational background.

Benefits

• Health Insurance: Choice between two UMR PPO plans (High Level and Low Level), both including prescription drug benefits at no additional cost.
• Dental Insurance: Traditional group plan through Delta Dental with a $2,500 annual maximum per covered person; covers preventive, routine, restoration, and orthodontics for dependents up to age 19.
• Group Term Life Insurance: $15,000 benefit through Symetra Provident Insurance, doubled in the event of accidental death; fully paid by the College.
• Retirement Benefits: Eligible after 12 months of employment and meeting minimum hours requirement for participation in the Wisconsin Retirement System (WRS). College pays full employer contribution (6.9%); employee pays full employee contribution (6.9%). Five-year vesting period required.
• Flexible Spending Plans: Health Care and Dependent Care FSA options administered through UMR.
• Sick Leave Benefits: Hours granted based on hours worked from August 15 of previous year through August 14 of current year; maximum accumulation of 640 hours.
• Paid Holidays: Based on position.