Administrative Specialist (FT)

Salary: $21.69 - $27.12 Hourly
Location : Milwaukee, WI
Job Type: Full-Time
Job Number: 2024-05014
Division: Academic Services
Opening Date: 10/28/2024
Closing Date: 11/5/2024 10:00 PM Central
Application Requirements: Candidates (both internal and external) must complete the employment application in its entirety for further consideration. Typing "See Resume" in lieu of application completion is not acceptable.
Description
Under the general direction of the Executive Dean of Academic Systems & Integrity, provide direct administrative support and performs a variety of duties that assists with the daily administrative operations of the campus. Work requires a broad knowledge of departmental and institutional operations, policies and procedures, and the exercise of judgment, ingenuity, and discretion to resolve minor problems and administrative details in anticipation of the needs of the department.
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 .
Characteristic Duties and Responsibilities

• Prepares correspondence, memos, minutes, reports, and other complex, technical, and/or confidential documents.
• Prepares and coordinates agendas and support materials for meetings; distributes materials to appropriate individuals. Coordinates meeting arrangements and follow-up; takes and transcribes minutes as required.
• Coordinates/organizes a variety of simple, non-confidential materials including correspondence, documents, reports, proposals, charts, or memos from rough drafts.
• Serves as appointment coordinator; maintains appointment calendar; makes comprehensive travel arrangements and prepares itinerary; prepares and confirms necessary authorizations, checks requests and reservations.
• Composes correspondence independently requiring knowledge of school policies, procedures, and practices in response to general inquiries and requests or from general direction.
• Acts in crisis intervention/analysis and determines appropriate referrals for resolution.
• Researches and compiles data utilizing a variety of sources for use in speeches, special studies, reports, or meetings as requested.
• Maintains and coordinates comprehensive office and confidential files; organizes, develops, and implements new filing systems as required.
• Coordinates and assists with District and Regional Campus event promotions.
• Schedules divisional and Campus Cabinet meetings as requested by the Dean.
• Maintains and orders office supplies, equipment, and materials needed for the office; schedules service and repairs as needed.
• Assist students, prospective students, and visitors with a variety of questions and issues including login access questions, information on classes, complaint resolution, and appointment scheduling.
• Other related duties as assigned.

Qualifications
Compliance with all state, federal, and accreditation standards/requirement, as well as all MATC policies and procedures.
Minimum Requirements:
Requires an Associate's degree or higher in a related field and three (3) years of related experience*.
*Related experience, business administration, administration assistance, or office support
Knowledge, Skills & Abilities :

• Knowledge of modern office practices and administrative procedures and practices.
• Considerable knowledge and practical experience in business English, spelling, grammar, punctuation, and proofreading techniques to proofread work and make appropriate corrections.
• Knowledge of and proficiency in the use of a personal computer, computer applications, and software such as Microsoft Word, Excel, and social media communication platforms.
• Ability to communicate successfully with students and staff of diverse cultural, social, and educational backgrounds. Experience and knowledge working on special projects from creation to implementation to evaluation.
• General knowledge of curriculum policy and procedure.
• Exceptional interpersonal and customer service skills.
• Skilled and experienced with Microsoft Office Suite including PowerPoint.
• Ability to multi-task, work independently and under deadlines.
• Ability to work with high standards of accuracy, responsiveness, integrity, and discretion.
• Demonstrated ability to champion a positive work environment.
• Ability to maintain records, assemble data, and prepare reports from such records.
• Ability to compose a wide variety of correspondence and memoranda without specific instructions.
• Ability to understand and follow complex oral and written instructions.

Supplemental Information
Job Details: This position supports Academic Services and is available starting immediately. This limited-term assignment is funded through 06/30/2025. If there is a substantial reduction in funding or if funding ceases, the position will end.
Hours: This is a 1.0 position working 40 hours per week.
Location: Downtown campus
Hourly Rate : This is an exempt position, with a pay range of $48,564 - $65,565. Salary is listed to the midpoint of the salary range and is based on the 2024/2025 rates and are determined by years of experience credit and internal salary equity.
Application Materials: Along with your completed application please upload a copy of your resume. Education will be formally verified prior to offer.
Interviews: Selected qualified candidates will be invited to virtually interview for this position on a date to be determined.
EEO/AA 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.
Milwaukee Area Technical College is an Equal Opportunity/Access Educator/Employer operating under an Affirmative Action Plan. 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 email . Women, veterans, and minorities are encouraged to apply.
Health Insurance

• MATC offers a choice between two medical insurance plans. See below for plan types:
  • Low Deductible PPO
  • High Deductible PPO

Upon selection, the coverage begins the first of the month following start date. You will have 30 days from your start date to enroll.

MATC contributes a generous percentage towards medical insurance premium.

Both medical plans include prescription drug coverage at no additional cost to employees.

Employees are offered an option to enroll in a Health Care Flexible Spending Account (FSA) with the selection of the Low Deductible PPO plan.

Employees are offered an option to enroll in a Health Savings Account (HSA) with the selection of the High Deductible PPO plan with employer contributions.

Dental Insurance

• MATC offers a group dental plan through Delta Dental.
• Upon selection, the dental insurance plan coverage begins the first of the month following start date.
• Annual maximum per covered person is $2,500; plan covers preventive, routine, restoration, and has an orthodontic benefit for dependents up to age 19.

Vision Insurance

• MATC offers a group vision plan through Superior Vision..Upon selection, the vision insurance plan coverage begins the first of the month following start date.
• Plan covers eye exam, frames, lenses and contact lenses.

Group Life Insurance

• MATC offers group term life insurance benefits through Madison National Life Insurance Company effective the first of the month of start date and is fully paid for by the College. The amount of insurance is based upon the employee's annual earnings rounded to the higher $1,000.00. The benefit is doubled in the event of accidental death.
• Supplemental Life Insurance is also available at group rates for employees, spouses, and dependents to purchase.

Long-Term Disability

• MATC offers long-term disability insurance through Madison National Life Company after 30 days of employment and is fully paid for by the College. Benefits provided are equal to 66 2/3% of base monthly earnings.

Flexible Spending Accounts

• MATC offers two types of Flexible Spending Accounts (FSA):
  • Health Care FSA
  • Dependent Care FSA

This type of benefit allows employees to set aside pre-tax dollars per calendar year for a variety of medical, dental, and vision expenses (for a Health Care FSA) and for day care expenses for children under 13 or family members that are dependent on you for more than half their support (for a Dependent Care FSA) up to a maximum amount.

Retirement Savings

• Regular full-time employees of MATC who are hired for greater than 12 months become members of the Wisconsin Retirement System (WRS)'s pension system as of day one of employment. The College currently pays the full cost of the employer contribution (6.9%), and the employee pays the full part of the employee contribution of 6.9% of salary. There is a five year vesting period requirement in order to qualify for any employer contributions made on the employee's behalf. Contribution rates are subject to change annually as set by the State.
• In addition to the WRS pension account, employees may enroll in other optional retirement savings plan such as a 403(b) account or a 457 account on a pre-tax or post-tax basis.

Sick Leave

• MATC offers employees a generous sick leave plan per year.
• Each employee may accumulate up to 165 days of full sick leave with an unlimited accumulation of half pay sick leave.

Vacation

• MATC offers a vacation policy to employees for the purpose of rest and relaxation.
• Vacation is earned at a generous rate each year of employment. (Not available for Instructors)

Paid & Flexible (Floating) Holidays

• MATC offers 12 paid holidays for non-Faculty positions and 7 paid holidays for Faculty positions.
• MATC provides two flexible (floating) holidays per employee per year. (Not available for Instructors).

Tuition Benefits:

• Employees are eligible for tuition reimbursement and waiver after completing probationary period.
• Amount allowed per fiscal year is 18 credits at MATC or $1,400 at other accredited institutions.

01
What is the highest level of education you have completed?

• Less than High School
• High School Diploma or Equivalent
• Some College, No Degree
• Associate's Degree
• Bachelor Degree
• Master's Degree
• Doctorate or PhD
• Professional Certification or License without a degree

02
Do you have three or more years of related administrative experience?

• Yes
• No

Required Question