Job Details

Administrative Coordinator

Position Number: 6282709
Location: Madison, WI
Position Type: Libraries

Administrative Coordinator

Current Madison College employees must apply to the internal career site by logging into Workday

Job Posting Date:
June 6, 2025

Application Deadline:

Salary Information:
$22.51 - $26.30

Department:
Libraries

Job Description:

Madison College's Libraries & Academic Support Services is seeking an Administrative Coordinator to join our team. This position plays a key role in supporting the department by providing administrative and operational assistance in areas such as scheduling, purchasing, customer service, and routine process coordination.

In addition, the Administrative Coordinator, will require the ability to manage multiple priorities, maintain accurate records, and respond effectively to the needs of students, staff, and faculty. The Administrative Coordinator contributes to the college's mission by ensuring efficient administrative operations and providing consistent support to both academic and service functions.

This is a full-time position with standard business hours of Monday through Friday, 8:00a.m. to 4:30p.m. The position offers the option to work remotely one day per week initially. Following the probationary period, you will be eligible to work remotely up to two days per week, in accordance with Madison College policy and subject to change.

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

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 position will be open until filled, with a first consideration date of June 22, 2025, at 11:59 pm. After this date, the recruitment may close without further notice. Interested applicants are encouraged to apply as soon as possible. Interviews are scheduled to begin the week of July 14, 2025.

Required documents (2)

Resume
Cover Letter

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

Accountabilities:

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 operational processes by supporting compliance activities, maintaining systems, facilitating communications and assisting with general supervision and scheduling of student employees to ensure effective unit operations.
Exercises independent judgment to solve routine problems, prioritize tasks and improve administrative processes to enhance efficiency and support unit goals.
Contributes to an inclusive, equitable and supportive environment where everyone at the institution feels valued, respected and empowered to reach their full potential.
Adheres to college policies, directives and work rules while maintaining a commitment to the college's mission, vision and values.
Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.

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.

Minimum Requirements:

Associate degree or equivalent working experience. *Experience used as an equivalent of an educational requirement is in addition to any experience required by the position.
1-3 years of relevant work experience related to the position.

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.

If you are experiencing application issues, please contact us at the Talent Acquisition email Talent@madisoncollege.edu or HR hotline (608) 246-6900.

To ensure that emails from us regarding your application do not go to your spam folder, please add the @madisoncollege.edu domain as a safe sender in your email.

Madison Area Technical College does not discriminate on the basis of race, color, national origin, sex, disability or age in employment, admissions or its programs or activities. Madison College offers degrees, diplomas, apprenticeships and certificates in Architecture & Engineering; Arts, Design & Humanities; Business; Construction, Manufacturing & Maintenance; Culinary, Hospitality & Fitness; Education & Social Services; Health Sciences; Information Technology; Law, Protective & Human Services; Science, Math & Natural Resources; and Transportation. Admissions criteria vary by program and are available by calling our Enrollment Office at (608) 246-6210 or (800) 322-6282 Ext. 6210. The following person has been designated to coordinate Title IX of the Education Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973 and to handle inquiries regarding the college's nondiscrimination policies: Lisa Muchka, Director, Civil Rights and Compliance, 1701 Wright Street, Madison, WI 53704 (608) 246.5221

To apply, visit https://madisoncollege.wd5.myworkdayjobs.com/en-US/jobsatMadisonCollege/job/Truax-Campus-Madison/Administrative-Coordinator_R0005481

About Us
Welcome! Thank you for visiting our career site, where Madison College is committed to matching talent to opportunity. We are known for our real-world, smart approach to learning - offering students innovative, high-tech career pathways and college transfer opportunities with more than 150 programs to choose from. Madison College is a great place to work and has been for over 100 years, serving more than 33,000 students in 12 south-central Wisconsin counties. The College offers generous salaries, benefits, and an inspiring work environment. Employees enjoy a culture dedicated to lifelong learning, wellness and inclusiveness.

Take some time and look around - once you've have a chance to explore our current opportunities, apply to the ones you feel best suit your interests, background and experiences. Thereafter, you can keep track of your application status and watch for new opportunities that might be of interest to you.

Along with our competitive wages, check out the benefits that we offer: https://madisoncollege.edu/careers
Learn More about Madison College: https://madisoncollege.edu/about

As part of the application process, finalists will undergo a background check including criminal history, educational verification, and references. Criminal history will not automatically disqualify you from employment. All cases are considered on an individual basis, and the offense will be compared to the position for which you are applying.