"Office Administrator"

Job Description

Madison College is seeking an exceptional Office Administrator that provides administrative and operational support to assist the Academic Affairs unit. This position will provide support to the Provost and the Provost's Office to promote efficiency and accuracy in the necessary work. Success in this role involves exercising sound judgment, managing complex processes and maintaining strong relationships with internal and external stakeholders. This position contributes to institutional objectives by supporting efficient operations, accurate records and responsive services that enhance organizational effectiveness.

Madison College believes every team member brings unique perspectives and experiences that enhance our ability to understand and engage with the world, tackle challenges, and develop innovative solutions. Come be part of our great team!

This is a full-time, year-round position (52 weeks) with a standard schedule of Monday through Friday, 8:00am - 4:30pm.

Madison College offers an excellent benefits package including vacation, holidays, health/vision/dental/life insurance options and participation in the Wisconsin Retirement System (WRS).

REQUIRED DOCUMENTS/DEADLINE:

This position will be open until filled, with a first review date of September 7, 2025, at 11:59 pm.

• Cover Letter
• Resume

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

Accountabilities:

• Plans and coordinates purchasing, travel and financial transactions and long-term administrative services including monitoring budgets, and resolving discrepancies and ensuring compliance with institutional policies to support operational continuity.
• Prepares reports, forms, spreadsheets and other documents related to operational, budgetary and administrative processes to ensure accuracy, completeness and compliance with institutional standards using SharePoint and Excel.
• Supports planning and coordination of meetings, events and communications to enhance engagement, ensure accuracy of documentation, support with tracking projects and align with departmental initiatives.
• Provides project and operational support across multiple areas including grants, contracts, reporting and budget planning to improve efficiency and meet institutional goals.
• Exercises independent judgment in resolving complex operational issues, improving processes and supporting day-to-day departmental functions to ensure effective service delivery.
• Maintains SharePoint for accuracy of the Provost site and currency of documents/resources.

Knowledge, Skills & Abilities:

• Knowledge of administrative procedures, records management practices and budget monitoring.
• Knowledge of scheduling systems, academic processes and institutional policies.
• Skill in using administrative software, databases and reporting tools.
• Ability to interpret and apply complex procedures, policies and guidelines across administrative and academic functions.
• Ability to manage multiple processes, meet deadlines and maintain accuracy in a fast-paced environment.
• Ability to exercise independent judgment and problem-solving.

Minimum Requirements:

• Education: Bachelor's Degree required. An Associate's Degree may be considered with equivalent additional work experience.
• Experience: 0-2 years of relevant and professional work experience.

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.