Administrative Assistant III to the Dean of the Creative Arts, Design, and Media Pathway (FT) chez Milwaukee Area Technical College, WI

About 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. Together, we are meeting the needs of the community we share and are focused on students with the greatest needs. We are seeking passionate individuals to join our team who shares the same passion in serving this purpose. Learn more about MATC at www.matc.edu.

The individual in this role will support the Dean of the Creative Arts, Design, & Media Pathway and Performs broad administrative and staff support duties of a highly responsible and confidential nature to assist in the administrative operations of the college. Has primary responsibility for coordinating an important department or unit function. Work requires comprehensive knowledge of departmental and college operations, policies and procedures, and the exercise of independent judgment, including discretion in the resolution of minor problems and details. 

Handles complex issues and problems, and refers only the most complex issues to higher-level staff. Receives and responds to correspondence. Receives and directs visitors, provides support in a variety of functions to an individual, team, department, or other group. Collects, reviews and analyzes data, and prepares reports, charts, budgets and other presentation materials. Responds to or routes routine inquiries from external or internal sources with standard correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities. Additionally, has advanced word processing, spreadsheet and graphics software skills. Attains full proficiency in multiple competencies relevant to the job. Works independently within established procedures associated with the specific job function.

Position Duties

Administrative Operations: Provides advanced administrative support to senior leadership and/ or multiple departments. This role manages complex tasks, oversees department operations, coordinates multiple projects, and acts as a liaison between departments, leadership, and external stakeholders. Manages and coordinates calendars and scheduling complex meetings with attention to detail and timely follow-up. 
Proactively identifies areas where department systems, processes, or workflows can be improved. Leads or participates in efforts to streamline processes and develop new strategies for departmental efficiency.
Project Coordination and Leadership: Takes on more complex tasks related to department projects, may serve as project lead. Ensures timely execution and successful completion. Develops project timelines, monitors progress, and provides regular updates to leadership.
Technology Integration and Improvement: Takes a leadership role in maintaining and updating software or department technologies. Ensures data integrity and consistency and assists staff in using the systems/ technologies for optimal performance. Trains on and provides troubleshooting assistance with minor technical issues.
Data Management & Reporting: Collects, organizes, and analyzes data relevant to departmental activities, and prepares detailed reports or presentations for senior leadership. Assists in strategic planning by providing insights through data analysis and trend identification.
Budget Tracking and Expense Reporting: Assists with budget management by tracking departmental expenses, processing invoices, and ensuring that costs are within budget. Provides reports on financial matters related to office expenditures and supplies.
Mentoring Staff: Provides guidance and mentorship to new administrative staff, interns, or student workers. Helps onboard them with department procedures, software, and expectations.
Ethics and Confidentiality: Practices honesty by demonstrating a consistent and uncompromising adherence to strong moral and ethical principles, values, truthfulness, and accuracy in all actions. Addresses all student and employee behavior in a confidential and respectful manner.
Collaborative Teamwork:  Establishes, maintains, and enhances positive work relationships with students, staff, faculty, and administrators.
Continuous Learning & Professional Development: Maintains informed on emerging technology trends and common user issues in higher education with an emphasis on community Colleges.  Actively organizes and/or participates in applicable workgroups, trainings, workshops, seminars, committees and professional associations or conferences to promote continuous learning.  
Other duties:  Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.

Minimum Qualifications

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

Required Education & Experience: High school diploma or equivalent and four (4) years of office experience.

KNOWLEDGE, SKILLS, & ABILITIES

• Excellent communication and interpersonal skills, with emphasis on strong organizational skills.
• Ability to understand, interpret and explain rules, regulations, procedures, and written and oral instructions.
• Ability to respond professionally to inquiries, complaints and information from various stakeholders.
• Experience utilizing record keeping and experience with document maintenance, retention and organization protocols.
• Ability to overcome obstacles by engaging internal and external resources.
• Ability to complete projects in a higher education setting.
• Ability to work in a fast-paced environment.
• Ability to communicate effectively through both oral and written means.
• Ability to establish, collaborate and maintain effective work relationships with students, faculty, staff, representatives of outside agencies, educational institutions, and the general public.
• Ability to convey an image of professionalism and dedication in work related activities.
• Ability to work with culturally diverse student and employee populations.
• Proficiency in the use of computers and software specific to position, including spreadsheets and Google Suite.
• Ability to successfully work independently.

Other Qualifications

Hours: This  full-time position requires 38.75 hours per week. Work hours may vary Monday through Friday between 8:00 AM and 5:00 PM, with occasional Saturdays and travel to other campuses. 

Salary Salary Information Salaries are listed up to the midpoint of the range and placement is determined based on years of experience, internal salary equity, and a review of the applicant's employment and educational background as listed on the job application.

Application Materials: Complete application

A complete application entails providing thorough details, including personal information, educational background, and comprehensive work experience. This should include specific job positions held, duties performed, dates of employment, and any relevant licenses or certifications. Additionally, candidates may be required to attach copies of licenses, transcripts or certifications. It's crucial to ensure all aspects of the application are thoroughly completed

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 j[email protected]. Women, veterans, and minorities are encouraged to apply.