Administrative Assistant – Manufacturing & Apprenticeship

Position Summary

Moraine Park Technical College is seeking a full-time Administrative Assistant - Manufacturing & Apprenticeship on our West Bend Campus. This position will provide administrative assistance and technical support to the Manufacturing & Apprenticeship team. The successful candidate will have an associate degree in a related field and three years of related work experience, including experience in an office environment. Join us at Moraine Park Technical College, where we strive to make a positive difference in the lives of our students!

Responsibilities

• Provide administrative assistance and technical support to the Associate Dean.
• Coordinate advisory committee and other meetings and events, including coordinating schedules, scheduling meetings, rooms, and vehicles, ordering refreshments, and sending invitations.
• Track agenda items and maintain meeting minutes.
• Coordinate the communication of information to employees, students, and external partners, including within work teams, program teams, advisory committees, individual faculty, employees, and the general public.
• Identify the appropriate resources/services necessary for any referrals.
• In coordination with the Associate Dean, prepare and process course set-up, adjunct course instructional agreements, and room scheduling associated with course set-up.
• Verify and process instructor workloads and adjunct agreements.
• Assist with new adjunct instructor orientation and certification paperwork.
• Work with the Associate Dean to analyze enrollment data, make recommendations and initiate cancellations and changes to courses.
• Assist the Associate Dean with budget preparation including compiling budget detail, entering budget data, making budget adjustments, reconciling the p-card, and assisting with major equipment and supply purchases.
• Input and reconcile expense vouchers, mileage reports, travel expenses, and other related budget documentation.
• Work with the Finance Office and the Associate Dean in tracking grant funding sources and expenditures.
• Coordinate and communicate with Student Services on course cancellations and additions, student issues, student orientation, and other program-related information.
• Utilize the Banner Enterprise Resource Planning (ERP) system for course set-up, student/course information, instructor workloads and certification, budget input and transfers, class rosters, course overrides, and costing information and to generate course schedules and enrollment reports.
• Organize and make necessary revisions for annual program changes to the following documents: Academic Planner, Program Outcomes Worksheet, Program Web Page database, course descriptions, brochures, college catalogs, and other program-related materials.
• Assist the Associate Dean and program faculty with the coordination of recruitment events and camp(s). Identify necessary resources/services, promote to appropriate demographics, gather registration information and fees, and prepare and process necessary forms, receipts, and documentation.
• Initiate and coordinate the book and module order process with Bookstore and publishers. Identify common text for multiple sections and project quantities, generate orders, and obtain and disseminate information and instructor copies to users to ensure an adequate supply of text.
• Train and assign tasks to work-study student(s) and temporary employees as needed.
• Provide backup to other Academic Administrative Assistants.

Experience & Qualifications

• Associate degree in a related field.
• Three years of related work experience, including experience in an office environment.
• Knowledge of accounting methods and procedures.
• Knowledge of database operations, ERP/other student information systems, and educational and general software applications, including Microsoft Office 365 (Office Suite, Teams, SharePoint, etc.).
• Excellent written and verbal communication skills to communicate clearly and effectively with end users, colleagues, and management to provide a complete and timely explanation of issues and decisions to ensure customer satisfaction.
• Ability to take initiative, work independently with little supervision and make sound decisions with minimal direction.
• Strong organizational and time management skills, including the ability to prioritize special projects with routine assignments.
• Ability to establish and maintain effective working relationships with internal and external customers.
• Ability to collaborate and work effectively as part of a team.
• High degree of integrity and professionalism and a demonstrated ability to respect the confidentiality of information and demonstrate critical and systems thinking.
• Demonstrated ability to work effectively with diverse populations by promoting and maintaining an inclusive work environment and culture that is respectful and accepting of diversity.

Desired Qualifications

• Knowledge of the Family Education Rights and Privacy Act (FERPA).
• Experience with budget preparation and tracking.

Pay

Hiring range: $25.22–$29.25 per hour.

Schedule

• Academic year: Monday–Friday, 8:00 a.m.–4:30 p.m.
• Summer: Monday–Thursday, 7:30 a.m.–4:30 p.m.
• Limited work from home upon approval.
• Occasional travel required.

Benefits

A summary of benefits is available via the college’s benefits page.