Administrative Assistant 2

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Job Posting Date:

August 20, 2025

Application Deadline:

Salary Information:

$22.51 - $26.30

Department:

Center for Reentry Education

Job Description:

Madison College his hiring an Administrative Assistant 2.  This position supports a team and program, serving a diverse, under-resourced student population who are incarcerated in the state of Wisconsin and who receive education through the Second Chance Pell initiative.

This position has a variety of administrative responsibilities, including creating and maintaining documents, setting up and modifying student accounts, ensuring courses are set up accurately, and purchasing and shipping inventory. Excellent attention to detail, collaboration, communication, follow-through, and the understanding and ability to maintain strict confidentiality are essential in this role.

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

REQUIRED DOCUMENTS/DEADLINE: cover letter and resume. Failure to submit these documents by the first review date will render your application ineligible. This position will be open until August 31, 2025, at 11:59 pm.

This is a full-time, non-exempt, 40 hours per week, 52 weeks per year position. General working hours will be Monday through Friday from 8:00 a.m. – 4:30 p.m. Some option for remote work is available per college policy.  This posting may be used to fill similar vacancies that occur within 12 months of the first consideration date.

Madison College offers a generous benefit program including health and dental benefits and participation in the Wisconsin Retirement System (WRS). The employee selected will serve a twelve (12) month introductory period.

Duties/Responsibilities:

• Coordinates logistics for meetings, events and trainings including scheduling, communication, materials preparation and on-site or virtual support to ensure smooth and efficient operations.

• Provides administrative support for department operations including calendar coordination, purchasing, travel arrangements, supply ordering and document preparation to facilitate day-to-day functionality.

• Prepares, reviews and maintains a variety of reports, records and data using college systems and tools to support operational accuracy and reporting needs.

• May support onboarding and offboarding processes for faculty, staff, and student employees by facilitating communication, gathering documentation, and ensuring compliance with procedures.

• Provides customer service and frontline support to students, faculty, staff and external partners by answering inquiries, resolving issues and referring questions as appropriate.

• Coordinates purchasing and budget-related tasks such as tracking expenses, reconciling transactions, managing p-cards and supporting grant or contract compliance to maintain financial accuracy.

• Assists with course setup, scheduling and enrollment-related processes by entering data, managing class logistics and updating information to support academic and non-credit offerings.

Knowledge, Skills & Abilities:

• Knowledge of administrative procedures, scheduling practices and recordkeeping standards.

• Knowledge of scheduling systems, academic processes and institutional policies.

• Skill in using administrative software and databases.

• Ability to apply standardized 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 on routine problems.

• Skill in engaging positively with all populations and communities, contributing to a safe and inclusive learning and work environment.

• Skill in effectively and respectfully communicating with others.

Qualifications:

• Associate Degree (or equivalent additional work experience).

• 0-2+ years of relevant work experience.

• Ability to pass the annual Department of Corrections background checks.

Preferred:

• Experience supporting Higher Education in Prison programing

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