Administrative Assistant

Administrative Assistant

The Center for Excellence in Teaching and Learning (CETL) at Madison College is seeking an Administrative Assistant to provide comprehensive administrative, operational, and programming support to its departmental functions in a limited term employment (LTE) opportunity. This position is instrumental in ensuring the day-to-day efficiency of CETL and in supporting faculty development efforts across the college.

This position is responsible for coordinating logistics for meetings and events, managing calendars and communications, processing purchasing and travel requests, and maintaining accurate records and reports using college systems. You'll also support employee onboarding and offboarding, maintain accurate records and reports, support communications such as flyers and emails, and serve as the first point of contact for faculty and stakeholders.

The Administrative Assistant plays a key role in supporting organizational efficiency, maintaining day-to-day operations, and contributing to an inclusive and welcoming campus environment. Success in this role requires the ability to manage multiple priorities in a fast-paced environment, exercise sound judgment, and effectively apply institutional policies and procedures.

Schedule : This position is scheduled for 32 hours per week, Monday through Thursday, with full-time benefits. There is flexibility within the standard operational hours of 8 : 00am to 4 : 00pm, and all work will be performed on-site.

Benefits : This position is considered full-time with excellent full-time benefits (some may be prorated), including health / vision / dental / life insurance options and participation in the Wisconsin Retirement System (WRS).

This is a limited-term employment opportunity through June 30, 2026.

This position will be open until filled, with a first consideration date of September 14, 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 and Cover Letter. Failure to include these documents by the first consideration date will result in the disqualification of your application.

Accountabilities :

• Coordinates logistics for meetings, events, and trainings including scheduling, communication, materials preparation, and on-site or virtual support to ensure smooth and efficient operations.
• Provides administrative support for department operations including calendar coordination, marketing, purchasing, travel arrangements, supply ordering, and document preparation to facilitate day-to-day functionality.
• Prepares, reviews, and maintains a variety of reports, records, and data using college systems and tools to support operational accuracy and reporting needs.
• May support onboarding and offboarding processes for faculty, staff, and student employees by facilitating communication, gathering documentation, and ensuring compliance with procedures.
• Provides customer service and frontline support to faculty, staff, and external partners by answering inquiries, resolving issues, and referring questions as appropriate.
• Coordinates purchasing and budget-related tasks such as tracking expenses, reconciling transactions, managing p-cards, and supporting grant or contract compliance to maintain financial accuracy.
• Exercises independent judgment to solve routine problems, prioritize tasks, and improve administrative processes to enhance efficiency and support unit goals.
• Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.

Knowledge, Skills & Abilities :

Minimum Requirements :

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.