Administrative Assistant II, (Full-time, LTE)

Milwaukee Area Technical College
$18.74 - $23.43 Hourly
medical insurance, dental insurance, life insurance, vision insurance, flexible benefit account, vacation time, paid holidays, sick time, tuition reimbursement, 403(b), retirement plan, pension
United States, Wisconsin, Oak Creek
6665 South Howell Avenue (Show on map)
Jan 28, 2025
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 shares the same passion in serving this purpose. Learn more about MATC at www.matc.edu . Characteristic Duties and Responsibilities Performs broad administrative and staff support duties of a highly responsible and confidential nature to assist in the administrative operations of the college. Has primary responsibility for coordinating an important department or unit function. Work requires comprehensive 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. Handles moderately complex issues and problems, and refers more complex issues to higher-level staff. Receives and responds to correspondence. Receives and directs visitors, 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 advanced word processing, spreadsheet and graphics software skills. Attains full proficiency in a specific area of discipline. Works under the close direction of senior personnel in the functional area. 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 appropriate personnel if necessary, answering phones, making appointments, maintaining records, and ordering supplies and equipment repairs. Respond to correspondence and maintain records: Edit and proofread documents; maintain financial, personnel, gift, and/or student records and databases, and update them as necessary. Track budgets and prepare reports: Compile and analyze information for reports or presentations. Prepare charts, graphs, or tables. Audit timecards for accuracy: Compose and send emails communicating timecard errors or other issues to leadership. Support administrative tasks: Prepare work orders, monitor expenditures and budgets; make travel arrangements; perform administrative services related to faculty and staff searches, student assignments, conferences, and meetings; answer questions about routine policies applicable to the department or office; and oversee the work performed by student employees. Supervise office support staff: May direct the work performed by other office support staff members or by student employees on a regular basis. Prepare and process documents: Prepare and process requisitions, standard forms, invoices, and related documents according to college procedures and guidelines. Draft complex or confidential documents: Prepare correspondence, memos, minutes, reports, agendas, and other complex or technical documents captured by various methods. Manage and interpret data: Gather and provide factual information, maintain records, and interpret data requiring reference to various sources; maintain complex statistical reports including designing formats for complex tables, charts, and graphs; conduct special studies to report recommendations as requested. Compose original correspondence and reports: Draft forms, compose original correspondence, and compile factual reports that require judgment and knowledge of departmental and district procedures. Handle electronic data and records: Initiate, maintain, and manage the exchange of electronic data to record or verify complex or encoded information; review and revise lists, control records, and other source documents. Research and generate reports: Identify, research, analyze, and interpret data to generate reports. Respond to inquiries and direct calls: Answer telephones and direct calls to designated personnel. Respond to questions and inquiries by providing technical information, requiring knowledge of department operations and procedures. Exercise discretion in determining the information to be released and refer unusual inquiries to a supervisor. Communicate policies and procedures: Respond both orally and in writing to questions relative to the application of district and departmental procedures. Operate office equipment: Operate personal computers, laptops, calculators, photocopying machines, fax machines, and other office equipment. Manage mail and supply orders: Receive, open, prioritize, distribute, and re-route mail. Create and distribute reports on a regular schedule. Maintain and order office supplies, equipment, and materials for the department and capital equipment used by other college units. Utilize specialized skills or knowledge: Frequently utilize special job-related skills or knowledge, such as fluency in a foreign language or familiarity with state and/or federal compliance requirements related to financial aid, student loans, grant applications, etc. 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. Qualifications Required Education & Experience : High School Diploma and one (1) year of postsecondary coursework. Two (2) years of office experience Specialty Skills Create and maintain a positive work environment Multi-task effectively and handle change Strong attention to detail Competencies Cultivates innovation, Optimizes work processes, Ensures accountability, Collaborates, Communicates effectively, Instills trust, Customer focus, Action-oriented, Values differences, Self-development, Compassion, Interpersonal savvy Knowledge, Skills, and Abilities Proficient in business English, spelling, and composition Knowledge of modern office practices and procedures Skilled in using Microsoft Office (Word, Excel, Email, etc.) Ability to organize data, maintain records, and prepare reports Ability to compose correspondence independently Effective in taking and transcribing dictation Able to maintain confidentiality and work under pressure Strong communication and interpersonal skills with all levels of staff, students, and the public Supplemental Information This is an LTE position and will end June 30, 2025 Please note, this position may not be benefit eligible Hours: This position requires 38.75 hours per week. The standard schedule is Monday through Friday, between 7:45 AM and 6:15 PM. Flexibility to travel to all campus locations is required, with occasional weekend work as needed. Salary* Salary Salary is listed to the midpoint of the salary range and are determined by years of experience credit and internal salary equity. 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