FT Administrative Assistant lll

Administrative Tasks: Performs administrative tasks to attract, retain, and progress students.
D Support for Dean and Faculty: Provides support to the Dean and several faculty in an academic department and performs a variety of advanced administrative duties. Serves as an administrative liaison with others outside the department, handles confidential work, exercises initiative, and has extensive knowledge of college practices and policies.
D Timecard Audits: Audits timecards for accuracy and completeness. Composes and sends emails communicating timecard errors or other timecard issues to leadership.
D Calendar Management: Organizes the Dean's daily calendar, schedules appointments, and coordinates events.
D Office Operations: Oversees office operations and ensures office coverage. May mentor, direct the work performed by, and provide guidance to other office support staff members.
D System Management: Uses COSMO software to review and update student, financial, and human resource system information.
Training and Supervision: Trains and directs the work of Administrative Assistant I and Administrative Assistant II positions.
Record Maintenance: Maintains records, conducts data entry, word processing, filing, and composes routine correspondence. Greets and directs visitors, answers phones, and schedules appointments.
Procurement: Orders office, equipment, and material supplies. Manages necessary repairs.
Document Preparation: Prepares, edits, and proofreads documents. Transcribes minutes, reports, agendas, and other complex, technical, and/or confidential documents.
Customer Service: Provides service excellence by answering and troubleshooting concerns/questions of prospective and current students. Exercises discretion in determining the nature of information to be released.
Database Management: Maintains and updates financial, personnel, and/or student records and databases.
Budget and Reporting: Tracks budgets, compiles and analyzes information for reports or presentations, and prepares charts, graphs, or tables.
Administrative Services: Prepares work orders, monitors expenditures and budgets, and processes and tracks travel arrangements and reimbursements. Performs administrative services related to faculty and staff searches, student assignments, and conferences and meetings. Answers questions about routine policies applicable to the department or office. Oversees the work performed by student employees.
Requisition Processing: Prepares and processes requisitions, standard forms, invoices, and related documents.
Data Analysis: Gathers and provides information and interprets data requiring reference to a variety of sources. Maintains complex statistical reports, including designing formats for tables, charts, and graphs. May conduct special studies to report recommendations as requested.
Correspondence and Reporting: Composes original correspondence and identifies, researches, and analyzes data to generate and interpret reports. Requires the exercise of judgment and knowledge of departmental and district procedures.
Electronic Data Management: Initiates, maintains, and manages the exchange of electronic data to record or verify complex or encoded data. Receives and reviews input and output data, maintaining and revising lists, control records, and other source documents.
Telephone Support: Answers telephones and directs calls to designated personnel. Responds to questions and inquiries by providing technical information requiring knowledge of departmental operations and procedures. Exercises discretion in determining the nature of information to be released. Refers unusual inquiries to the supervisor.
Written Communication: Responds both orally and in writing to questions relative to the application of district and departmental procedures.
Equipment Operation: Operates computers, calculators, photocopiers, fax machines, and other office equipment.
Mail Management: Receives, opens, prioritizes, distributes, and re-routes mail. May be responsible for creating reports and distributing them on a regular schedule.
D Advanced Responsibilities: Regularly performs a significant amount of work requiring greater expertise than Administrative Assistant I or II positions.
D Program Coordination: Plays a major role in coordinating the primary function or activity of an administrative department or unit, or a special program. Acts as the department, unit, or special program liaison with college administrators, faculty members, or external agencies.
Other Duties: Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.

Education & Experience High School Diploma and one (1) year (12 credits) of additional coursework in a postsecondary school and four (4) years of office experience.

Competencies include cultivating innovation, optimizing work processes, ensuring accountability, collaborating, demonstrating interpersonal savvy, communicating effectively, instilling trust, maintaining a customer focus, being action-oriented, valuing differences, engaging in self-development, and showing compassion.

KNOWLEDGE, SKILLS, AND ABILITIES Knowledge, skills, or abilities with a " D " marked before it are for an Administrative Assistant III directly supporting a Dean position.

• D The Administrative Assistant III position utilizes special job related skills or knowledge not required to perform the Administrative Assistant I or II positions. Examples (will vary between Pathways) :
• Ability to speak a foreign language, or
• Familiarity with state/federal rules and compliance requirements
• Advanced knowledge of software functions including Microsoft Office, COSMO, Wisconsin Instructional Design System (WIDS), Economic Modeling Specialists, Inc. (EMSI), email, and reporting tools.
• Advanced knowledge of business English, spelling, punctuation and composition.
• Advanced knowledge of business office practices, procedures and skill in their applications.
• Proven skills managing complex records, assembling and organizing data, and preparing reports from records.
• Proven ability to compose a wide variety of correspondence without specific instructions.
• Proven ability to transcribe dictation accurately.
• Proven ability to establish and maintain effective working relationships with all levels of staff, employees, students and the public.
• Proven ability to maintain confidential information and communicate effectively about sensitive issues through both oral and written means.
• Proven ability to work under stress and pressure.
• Ability to create and maintain a positive work environment.
• Ability to multi-task.
• Ability to handle change.
• Exceptional abilities for attention to detail.

This full-time position requires 38.75 hours per week, scheduled Monday through Friday between 7:45 AM and 6:00 PM. Flexibility is essential, as the role may require occasional evening, night, and weekend hours, as well as travel to other campuses.

Application Materials: Complete application

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

EEO/AA

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.

Milwaukee Area Technical College is an Equal Opportunity/Access Educator/Employer operating under an Affirmative Action Plan. 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. Women, veterans, and minorities are encouraged to apply.