Job Details

Administrative Specialist

Position Number: 6208919
Location: Madison, WI
Position Type: Admissions/Enrollment

Administrative Specialist

Current Madison College employees must apply to the internal career site by logging into Workday

Job Posting Date:
May 5, 2025

Application Deadline:

Salary Information:
$20.26-$24.82

Department:
Gateways to College

Job Description:

Madison College's Gateway to College Department seeks a part-time Administrative Specialist to provide comprehensive administrative support for the Gateway to College and Early College Programs. Responsibilities include ordering supplies, and creating, receiving, editing, and processing enrollment and program-related documents.

The part-time Administrative Specialist collaborates with internal and external partners on scheduling, billing, and other operational tasks to support students and staff. Additionally, this position serves as a receptionist, offering information and assistance to faculty, students, and the public via email, phone, and in-person interactions.

This position reports to the Manager of the Gateway to College program.

This is a part-time, 20-hour-per-week position scheduled year-round (52 weeks), with core hours Monday through Friday from 8:30am to 1:30pm. The role offers a hybrid work option to be discussed with Manager, subject to change in accordance with Madison College policy. There may also be flexibility to work additional hours during the academic year and reduced hours during the spring and summer terms.

This is a part time, grant funded, renewable position through June 30, 2026. Continuation of this position is dependent on continued grant funding beyond this date. However, it is expected to be renewed.

Madison College's dedication to promoting equity, inclusion, and diversity is reflected in our Mission, Vision, and Values. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design, and deliver solutions. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we seek applicants who demonstrate they understand the benefits of diversity in a higher education community. Hiring a diverse workforce that mirrors our student population is more than just a commitment at Madison College-it is the foundation of what we are striving to do. Come be part of our great team!

This position will be open until filled, with a first consideration date of May 27,2025, 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
Cover Letter

*Failure to include these documents by the first consideration date will RESULT IN THE DISQUALIFICATION OF YOUR APPLICATION.

Essential Responsibilities:

Serves as a receptionist for the Gateway to College Program providing information to faculty, students, and visitors
Enters student information into the student information systems.
Assists with the complex course offering for each term using the student information systems. This includes such elements as class meeting dates/times, class sections, stacked classes, delivery methods, class notes, supplemental fees, enrollment prerequisites/requirements and funding.
Tracks, compiles, and collects information and prepares related reports from student information systems, and Gateway to College System.
Receives, reviews, edits, and processes a variety of forms, transcripts, contracts, invoices, and other documents.
Schedules and plans training sessions, graduations, orientations, information sessions, and meetings with school districts.
Orders supplies, textbooks, and manages the purchasing process for the department.
Assists in the recruitment of students by creating recruitment schedules, developing marketing materials, and communicating with school districts, students, and the broader community.

Knowledge, Skills & Abilities:

Skill in communicating effectively and professionally, both orally and in writing. Strong ability to build rapport and trust with individuals, fostering positive relationships with high school students, community members, and persons with disabilities. Flexibility to adjust communication styles and approaches based on the audience's background, needs, and abilities.
Demonstrated organizational skills, attention to details and logistics.
Display a strong ability to manage difficult or emotional situations with tact, sensitivity, and candor.
Demonstrate the awareness, attitude, knowledge, and skills required to provide balanced access, engage and include people from different local and global cultures. Act to eradicate persistent inequalities, and structural barriers to student success and completion.
Ability to work independently and use sound independent judgment yet work effectively within teams that include staff, faculty, and colleagues outside the department.

Minimum Requirements:

Associate degree or equivalent working experience. *Experience used as an equivalent of an educational requirement is in addition to any experience required by the position.
One (1) year of directly related work experience
While not a requirement, ability to speak Spanish is preferred

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.

If you are experiencing application issues, please contact us at the Talent Acquisition email Talent@madisoncollege.edu or HR hotline (608) 246-6900.

To ensure that emails from us regarding your application do not go to your spam folder, please add the @madisoncollege.edu domain as a safe sender in your email.

Madison Area Technical College does not discriminate on the basis of race, color, national origin, sex, disability or age in employment, admissions or its programs or activities. Madison College offers degrees, diplomas, apprenticeships and certificates in Architecture & Engineering; Arts, Design & Humanities; Business; Construction, Manufacturing & Maintenance; Culinary, Hospitality & Fitness; Education & Social Services; Health Sciences; Information Technology; Law, Protective & Human Services; Science, Math & Natural Resources; and Transportation. Admissions criteria vary by program and are available by calling our Enrollment Office at (608) 246-6210 or (800) 322-6282 Ext. 6210. The following person has been designated to coordinate Title IX of the Education Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973 and to handle inquiries regarding the college's nondiscrimination policies: Lisa Muchka, Director, Civil Rights and Compliance, 1701 Wright Street, Madison, WI 53704 (608) 246.5221

To apply, visit https://madisoncollege.wd5.myworkdayjobs.com/en-US/jobsatMadisonCollege/job/Truax-Campus-Madison/Administrative-Specialist_R0005395

About Us
Welcome! Thank you for visiting our career site, where Madison College is committed to matching talent to opportunity. We are known for our real-world, smart approach to learning - offering students innovative, high-tech career pathways and college transfer opportunities with more than 150 programs to choose from. Madison College is a great place to work and has been for over 100 years, serving more than 33,000 students in 12 south-central Wisconsin counties. The College offers generous salaries, benefits, and an inspiring work environment. Employees enjoy a culture dedicated to lifelong learning, wellness and inclusiveness.

Take some time and look around - once you've have a chance to explore our current opportunities, apply to the ones you feel best suit your interests, background and experiences. Thereafter, you can keep track of your application status and watch for new opportunities that might be of interest to you.

Along with our competitive wages, check out the benefits that we offer: https://madisoncollege.edu/careers
Learn More about Madison College: https://madisoncollege.edu/about

As part of the application process, finalists will undergo a background check including criminal history, educational verification, and references. Criminal history will not automatically disqualify you from employment. All cases are considered on an individual basis, and the offense will be compared to the position for which you are applying.