Administrative Specialist - Mequon Campus (MATC Employees Only)

• Operational Support: Prepares correspondence, memos, minutes, reports and other complex, technical and/or confidential documents. Oversees the preparation of a variety of other materials to include correspondence, documents, reports, proposals, charts, or memos from rough draft or recordings.
• Meeting Scheduling and Coordination: Assists management on work orders for the campus(es) that are needed; maintains calendars; track and record work orders and itineraries for leadership; prepares and confirms necessary authorizations, completes any administrative requests. Prepares and coordinates agendas and support materials for meetings; distributes materials to appropriate individuals; coordinates meeting arrangements including scheduling and follow-up; takes and transcribes minutes as required.
• Correspondence and Communication: Composes correspondence independently requiring knowledge of policies, procedures and practices in response to general inquiries and requests for the department.
• Budget and Record Keeping: Provides assistance with the division's budget including monitoring of expenditures and account balances, preparing and reconciling the monthly departmental credit card report, processing invoices, and ordering office supplies. Maintains and coordinates comprehensive office and confidential files; organizes, develops, and implements new filing systems as required. Assist with supply inventory tracking and ordering of supplies as needed.
• Equipment operations and maintenance: Operates personal computer, office equipment and other relevant equipment necessary to complete tasks. Maintains computer and related equipment inventory for the division. May be responsible for monitoring equipment maintenance needs as needed.
• Committee Involvement: May be asked to participate in cross-functional committees as needed.
• Continuous Learning & Professional Development: Maintain current knowledge of best practices and standards in accounting with an emphasis on community Colleges. Actively organize and/or participate in applicable workgroups, committees and professional associations or conferences to promote continuous learning. Participate in trainings and workshops to increase knowledge, awareness, and practice of the College's diversity, equity, and inclusion initiatives.
• 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.

Compliance with all state, federal, and accreditation standards/requirement, as well as all MATC policies and procedures.

Required Education & Experience: Associate's degree in Business or related field. Three (3) years' experience in an office administrative or support position.

Preferred Education & Experience: Bachelor's degree in Business or related field. Five (5) years experience in an office administrative or support position.

Competencies:

Start Date: This position supports the Department of Facilities Services and is available to start after January 4, 2027.

Job Parameters: This is 40 hour a week, year round, 100% IN PERSON position. NOT available for hybrid or virtual hours.

Hours: The work hours would be 8am to 4:30pm.

Salary: Salary is determined by years of experience credit and internal salary equity. Salary determination will be only based on years of credited experience that is listed on the job application, please include complete work history. Pay rates are listed up to the midpoint of the range and placement is determined based on years of experience, internal equity, and a review of the applicant's employment and educational background as listed on the job application

Application Materials & Requirements: To be considered for this position, all applicants (both internal and external) must submit a thoroughly complete application. An incomplete application will not be considered or reviewed.

Please follow these steps.

1. Complete the Employment Application in its Entirety

You must provide thorough and detailed information for all sections of the application form. An incomplete application will not be considered or reviewed.

2. Attach All Required Documents (At Time of Application)

• Cover Letter (Optional)

• Up to date - Resume*

*NOTE: Resume (please note, submission of a resume does not satisfy the requirement for a thoroughly completed application.

Interview: Selected qualified candidates will be invited to an interview (In-Person, or Spark Hire/One-Way) which will be scheduled within two weeks of postings closing date.

EEO: 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.

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 emailjobs@matc.edu.