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Administrative Specialist to the Vice President of Institutional Effectiveness

Milwaukee Area Technical College Milwaukee, WI
  • Expired: August 21, 2019. Applications are no longer accepted.

Under the general supervision of the Vice President, Institutional Effectiveness, performs a wide variety of administrative and supportive services of a highly responsible nature. Work requires an in-depth knowledge of the department and academic operations, policies, and procedures, and the exercise of independent judgment, including discretion in the resolution of minor problems and administrative details. This position is expected to make a significant contribution to the department. 

  • Prepares correspondence, memos, minutes, reports, presentations, agenda and other complex, technical and/or confidential documents.
  • Prepares and coordinates agendas and support materials for meetings; distributes materials to appropriate individuals. Coordinates meeting and event arrangements, logistics and follow-up. Takes and transcribes minutes as required.
  • Serves as appointment coordinator, maintains calendar, makes comprehensive travel arrangements, prepares itineraries and confirms authorizations, check requests and reservations. 
  • Serves as the liaison between the Vice President's office and other divisions and departments, students, faculty, and external customers of the college.
  • Composes correspondence independently requiring knowledge of school policies, procedures, and practices in response to general inquiries and requests of the Vice President. 
  • Researches and compiles data using a variety of sources for use in reports, meetings, etc.
  • Performs general duties such as mail distribution, record updating and maintenance, data entry, word processing, electronic spreadsheet creation, etc.
  • Assists in preparation of budget cycle process and adjustments; keeps Vice President apprised of discrepancies.
  • Maintains and coordinates comprehensive office files; organizes, develops, and implements new filing systems as needed.
  • Coordinates departmental interaction with external customers of college including business and industry, higher education, accreditation and government entities; including correspondence, personal contact, and data and materials requests.
  • Prepares materials for the department and assists other department members as needed. 
  • Supervises, trains, counsels, assigns work and evaluates clerical support staff and student workers as assigned. 
  • Performs other related duties as required or assigned.
Required Education:     
Associate's Degree (in lieu of degree, see required work experience)
Preferred Education:
Bachelors Degree

Required Experience:
Five (5) years of progressively responsible work experience supporting a high-level executive. 
Or
In lieu of degree, eight (8) years equivalent combination of education and experience. 
Preferred Experience:
More than five (5) years of progressively responsible work experience supporting a high-level executive.

COMPETENCIES
Cultivates innovation
Optimizes work processes
Ensures accountability
Collaborates
Interpersonal savvy
Communicates effectively
Instills trust
Customer focus
Action oriented
Values differences
Self-development
Compassion
 
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of departmental and college operations, policies and procedures.
Knowledge and ability to support a director or executive level leader. 
Extensive knowledge of modern office practices and administrative procedures and practices.
Knowledge and ability to use business English, spelling, grammar, punctuation and proofreading techniques to proofread work and make appropriate corrections. 
Advanced knowledge of computer and computer software including Microsoft Office Suite. 
Ability to relate 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.
Exceptional interpersonal and customer service skills. 
Ability to exercise of independent judgment, maintain confidentiality and resolve minor problems and administrative details.
Ability to establish and maintain effective working relationships with internal and external customers including, executives, faculty, staff, students, and representatives of business, government, and community.
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 confidential information and communicate effectively about sensitive issues.
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.
Ability to lift and carry materials weighing up to 20 pounds. 
None.  Employment Type: Full-Time

Milwaukee Area Technical College

Address

Milwaukee, WI
53233 USA