Job Details

Administrative Assistant I
Go to our website »

Position Number: 5973942
Location: Milwaukee, WI
Position Type: Secretary and Administrative Assistants

Administrative Assistant I

Salary: $17.86 - $22.31 Hourly
Job Type: Full-Time
Job Number: 2024-05075
Closing: 2/9/2025
Location: Milwaukee, WI
Division: Retention & Completion

Description

Milwaukee Area Technical College (MATC) is Wisconsin's largest and most diverse technical college, offering 170+ high-quality programs that connect students to a career in as little as one to two years. The college also offers a less expensive path to a four-year degree. MATC is transforming lives, industry and our community by preparing students today for the careers of tomorrow. MATC's diverse team members - 42% of whom are employees of color--work with a purpose to serve the students who make us one of the most diverse two-year institutions in the Midwest. Together, we are meeting the needs of the community we shared and committed to eliminating equity gaps in higher education for both students and employees. We are seeking passionate individuals to join our team who share the same passion in serving this purpose. Learn more about MATC at www.matc.edu.

Performs a wide variety of simple administrative and staff support duties of a highly responsible and confidential nature to assist in the administrative operations of the college. Work requires broad knowledge of departmental and college operations, policies and procedures, and the exercise of independent judgment, including discretion in the resolution of minor problems and details.

Provides support in a variety of functions to an individual, team, department, or other group in an organization. Collects, reviews and analyzes data, and prepares reports, charts, budgets and other presentation materials. Responds to or routes routine inquiries from external or internal sources with standard correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities. Additionally, has basic word processing, spreadsheet and graphics software skills. Possesses a moderate understanding of general aspects of the job. Works under the close direction of senior personnel in the functional area.

Characteristic Duties and Responsibilities

General Administrative Support

Perform administrative tasks to attract, retain, and progress students.
Data entry, word processing, filing, composing routine correspondence, greeting and helping visitors, and directing them to the appropriate person if necessary.
Answer phones, make appointments, maintain records, and order supplies and equipment repairs.
Prepare correspondence, memos, minutes, reports, agendas, and other complex, technical, and/or confidential documents captured by various methods.

Document and Records Management

Respond to correspondence; edit and proofread documents.
Maintain financial, personnel, gift, and/or student records and databases, updating them as necessary.
Gather and/or provide factual information, maintain records, and interpret data requiring reference to a variety of sources.
Maintain complex statistical reports, including designing formats for complex tables, charts, and graphs.
Conduct special studies to report recommendations as requested.
Initiate, maintain, and manage the exchange of electronic data to record or verify a variety of complex or encoded data.
Receive and review input and output data; maintain and revise lists, control records, and other source documents.

Front Desk and Reception Duties

Perform front desk reception duties.
Answer telephones and direct calls to designated personnel.
Respond to questions and inquiries by providing information of a technical nature, requiring knowledge of department operations and procedures.
Exercise discretion in determining the nature of information to be released; refer unusual inquiries to a supervisor for handling.

Meeting and Event Coordination

Coordinate all aspects of advisory committees and meetings, from start to finish.
Prepare work orders, monitor expenditures and budgets, and perform administrative services related to faculty and staff searches, student assignments, and conferences and meetings.

Financial and Budget Responsibilities

Track budget, compile and analyze information for reports or presentations.
Prepare charts, graphs, or tables.
Audit timecards for accuracy and completeness.
Compose and send emails communicating timecard errors or other timecard issues to leadership.
Prepare and process requisitions, standard forms, invoices, and related documents according to college procedures and guidelines.
Enter internal/external purchase requisitions and monitor the approval process.

Data Management and Reporting

Run CROA reports.
Draft and print forms, compose original correspondence, and compile factual reports requiring judgment and knowledge of departmental and district procedures.
Identify, research, analyze, and interpret data to generate reports.

Office Operations and Supply Management

Operate a personal computer and/or laptop, calculator, photocopier, fax machine, and other office equipment.
Receive, open, prioritize, distribute, and re-route mail.
Maintain and order office supplies, equipment, and materials needed for the department and capital equipment used by other college units.

Other Duties

Perform other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.

Qualifications

Required Education: High School Diploma and one (1) year additional coursework in a postsecondary school & one (1) year of office experience.

Competencies : Demonstrates key competencies, including cultivating innovation, optimizing work processes, ensuring accountability, collaborating effectively, displaying interpersonal savvy, communicating clearly, instilling trust, maintaining a customer focus, taking action, valuing differences, committing to self-development, and showing compassion.
Knowledge, Skills, and Abilities

Thorough knowledge of business English, spelling, punctuation and composition.
Thorough knowledge of modern business office practices, procedures and skill in their applications.
Knowledge of and proficiency in the use of a personal computer, computer applications and software such as Word, Excel, Electronic Mail, etc.
Ability to keep complex records, to assemble and organize data, and prepare reports from such records.
Ability to compose a wide variety of correspondence without specific instructions.
Ability to take and transcribe dictation accurately.
Ability to establish and maintain effective working relationships with all levels of other staff, employees, students and the public.
Ability to maintain confidential information and communicate effectively about sensitive issues through both oral and written means.
Ability to work under stress and pressure.

Supplemental Information

Hours The work schedule is Monday to Thursday from 7:45 AM to 6:00 PM, Friday from 7:45 AM to 4:00 PM, with occasional Saturdays as required.

Salary Salary Information Salaries 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: All applicants, both internal and external, must complete the job application in full. Incomplete applications will not be considered.
A complete application entails providing thorough details, including personal information, educational background, and comprehensive work experience. This should include specific job positions held, duties performed, dates of employment, and any relevant licenses or certifications. Additionally, candidates may be required to attach copies of licenses, transcripts or certifications. It's crucial to ensure all aspects of the application are thoroughly completed

To apply, visit https://www.schooljobs.com/careers/matc/jobs/4815973/administrative-assistant-i