Virtual Operations Assistant Jobs in Wisconsin (NOW HIRING)

Job Posting Date:

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Salary Information:

Department:

Job Description:

Madison College is seeking an organized and service-oriented Administrative Assistant to join the Academic Support Services team in a Limited Term Employment (LTE) opportunity. This position provides essential administrative, operational and customer service support for the Student Achievement Center and Libraries.

The Administrative Assistant will be responsible for scheduling, coordinating meetings, events and trainings; supporting calendars, purchasing, travel, supplies and documentation; maintaining reports, records and data.

Success in this role requires attention to detail, effective communication, the ability to manage multiple priorities and a commitment to supporting students, faculty, staff and external partners. This position will also contribute to an innovative pilot of AI Tutoring platforms through the WTCS (Wisconsin Technical College System) Artificial Intelligence Grant, supporting data tracking, documentation, training coordination and other related project tasks.

Position Details:

Schedule: This LTE position is a flexible, part-time position scheduled for 20 hours per week, 52 weeks a year during operational hours. Summer operational hours through August 31st are Monday through Thursday, 8:00am to 4:30pm, and Friday, 9:00am to 3:00pm. During the fall semester, operational hours are Monday through Thursday, 8:00am to 7:00pm, and Friday, 9:00am to 3:00pm. No weekend hours are required.

Expected Progression: This position includes an expected progression plan. Upon meeting departmental criteria, you will be eligible to receive a $1.00 per hour increase.

Grant Funded: This is a grant funded, limited term employment position with an expected end date of December 12, 2027.

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 opened until filled, with a first review date of June 21, 2026, at 11:59 pm. After this date, the recruitment may close without further notice. Interested applicants are encouraged to apply as soon as possible.

Required Documents (1):

1. Resume

*Failure to include this document 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 employees by facilitating communication, gathering documentation, supporting training, 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.
• 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, student services and institutional policies.
• Skill in using administrative software and databases.
• Ability to apply standardized procedures, policies and guidelines across administrative and student service 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:

Education:

• Associates Degree or equivalent relevant work experience. *Experience used as an equivalent of an educational requirement is in addition to any experience required by the position.

Work Experience:

• 0-2 years of relevant 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.

If you are experiencing application issues, please contact us at the Talent Acquisition email Talent@madisoncollege.eduor 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