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Administrative Coordinator
Madison, WI
Job Description
Administrative Coordinator
Current Madison College employees must apply to the internal career site by logging into Workday
Job Posting Date:
April 22, 2024
Application Deadline:
Salary Information:
$22.15 - $27.13
Department:
School of ESM_Staff
Job Description:
Madison College is seeking an Administrative Coordinator to join the School of STEM (Science, Technology, Engineering, Mathematics). This position plays a vital role in delivering advanced administrative services, primarily centered around managing various operational aspects such as program reviews, class scheduling, hiring, and onboarding procedures. They also facilitate internal and external relationships related to academic programming. This position works independently, offering comprehensive administrative assistance across the school. The Administrative Coordinator collaborates with faculty and administration on specific specialized projects like curriculum adjustments, administrative task management, and enrollment monitoring.
Reporting directly to the Associate Dean, the Administrative Coordinator is a key position in the School of STEM's administrative organization.
This is a full-time, 52-weeks per year position, general working hours are Monday through Friday from 8:00am - 4:30pm.
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!
Madison College offers an excellent benefits package including vacation, holidays, health/vision/dental/life insurance options and participation in the Wisconsin Retirement System (WRS).
This position will be open until filled, with a first consideration date of May 12th, 2024 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 this document by the first consideration date will RESULT IN THE DISQUALIFICATION OF YOUR APPLICATION.
Essential Responsibilities:
- Assists with the coordination of course scheduling and room assignments for School of STEM programs across multiple campuses. Prepares program cohort schedules; supports faculty/managers with curriculum updates. Assists to update the course catalog, including sequencing, modalities, and class scheduling. Troubleshoots as needed. Department initiator/purchaser. Review and correct time entry, payroll, cost centers, and supervisory organizations. Customer service ensuring current, accurate and relevant information is provided to students, faculty, staff, prospective students, employers, parents, and external stakeholders. Work with industry partners and their employees to ensure enrollment in appropriate classes.
- Receives, processes, and tracks official correspondences from the Wisconsin Bureau of Apprenticeship Standards in support of Apprenticeship programming within the School.
- Responsible for web development and complying with web standards to deliver a positive and consistent Madison College image throughout madisoncollege.edu. Maintain accurate and relevant information that benefits users and protects the brand. Leads the development of new program pages. Designs, builds, and maintains the School of STEM intranet.
- Plans logistics and communication for advisory committee meetings for School of STEM programs Keeps records and submits minutes as required by the Wisconsin Technical College System. Plans recruitment events, SkillsUSA, and other school-related activities on campus. Creates invitations and reminders for events and meetings. Orders catering for advisory meetings and events. Promote and market the School of STEM's programs working with internal and external stakeholders.
- Facilitates the onboarding and off boarding of casuals, student help, contingent workers, and part-time faculty for the School of STEM. Supports new hires with the administrative processes and required documentation. Requests office space, access, and technology for new employees as needed. Serves as a point of contact and resource to new employees.
- Fosters a positive, inclusive work experience for faculty, staff, and students by maintaining and promoting a campus climate that encourages communication, collaboration, and continuous improvement. Supports program faculty and staff with problem-solving and troubleshooting complex issues related to enrollment, advisement reports, curriculum, and other program-related concerns. Helps faculty and staff troubleshoot program issues and student concerns, and addresses questions about the college, services and resources, systems, and processes.
- Contributes to the ongoing improvement of workflow, project practices, business processes.
- Maintains a commitment to the college mission, vision, and values.
- Other duties as defined by department, college, or officials.
Knowledge, Skills & Abilities:
- Skill in communicating effectively, both orally and in writing.
- Demonstrated skill in communications and human relations with populations of diverse socioeconomic and cultural backgrounds and persons with disabilities.
- Organizational and time management skills to meet deadlines and respond to stakeholder needs in a timely fashion.
- Ability to work independently and use sound judgement managing processes across departments and systems.
- Demonstrated skill in working collaboratively with leadership, internal stakeholders, and external organizations.
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.
- Two (2) years of work experience directly related to the skills required for successfully performing the duties of this position.
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 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 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, Compliance Coordinator, 1701 Wright Street, Madison, WI 53704 (608) 246.5221
To apply, visit
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:
Learn More about Madison College:
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.
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Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full or Part Time
Required Education
Associate Degree
Required Experience
2 years
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