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Madison Area Technical College
  • Position Number: 5263607
  • Location: Madison, WI
  • Position Type: Human Resources

Administrative Specialist - Human Resources

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

Job Posting Date:
May 16, 2024

Application Deadline:

Salary Information:
$20.26 - $24.82

HR Office Executive Assistant

Job Description:

Madison College is hiring an Administrative Specialist for the Human Resources (HR) Department. The role includes front desk coverage for the administration wing, assisting walk-ins, and providing administrative support across the HR department and office operations. The Administrative Specialist key responsibilities involve initial support for employees and visitors, assisting with scheduling, document, and report preparation, purchasing support, and project assistance.

The Administrative Specialist reports to the Human Resources Executive Assistant.

This is a full-time, 52-weeks per year position, working hours are Monday through Thursday from 8:00am - 4:30pm in-person, and Friday 8:00am - 4:30pm with the option to perform work remotely. Subject to change per Madison College policy.

Madison College's dedication to promoting equity, inclusion, and diversity is reflected in our Mission, Vision, and Values. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design, and deliver solutions. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we seek applicants who demonstrate they understand the benefits of diversity in a higher education community. Hiring a diverse workforce that mirrors our student population is more than just a commitment at Madison College-it is the foundation of what we are striving to do. Come be part of our great team!

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

This position will be open until filled, with a first consideration date of June 2, 2024, 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 (2)
  • Resume
  • Cover Letter

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

Essential Responsibilities:
  • Serves as the first point of contact for the HR Department and Administration wing in a full-time capacity by staffing the front desk. This includes answering the HR phone line/call center as well as monitoring and responding to routine department emails and assisting walk-ins.
  • Performs varied administrative support and duties, including but not limited to: preparing and maintaining documents and correspondence, assist in compiling data and reports, support of meetings, events and projects, maintenance of the record-keeping systems and supporting the work of the full HR team and office operations.
  • Provides procurement support, in accordance with purchasing policies and procedures, including assisting in order supplies, equipment and services; assist in developing RFPs and moving them through the purchasing process; assist in completing purchasing processes in the college's financial system, enter requisitions, processing invoices, and communicating with vendors; independently research, investigate, resolve, and respond to vendor inquiries regarding payment status, discrepancies in payment amounts, disputes, etc.
  • Supports process improvements and maintaining procedures, and assist in reviewing, updating, and improving processes and procedures.
  • Maintains a commitment to the college mission, vision, and values.
  • Other duties as defined by department, college, or officials.

Knowledge, Skills & Abilities:
  • Skill in communicating effectively, both orally and in writing.
  • Demonstrated skill in communications and human relations with populations of diverse socioeconomic and cultural backgrounds and persons with disabilities.
  • Demonstrated knowledge of office practices and procedures. Including the ability to use software, including standard database, spreadsheet, word processing, and web page applications.
  • Ability to manage multiple ongoing projects, maintain timelines, anticipate potential obstacles. and next steps.
  • Ability to initiate work, work independently or with limited supervision, and make decisions with minimum direction.
  • Ability to summarize information, reason logically, draw valid conclusions, make appropriate procedural recommendations, and initiate action accordingly.
  • Excellent customer service skills.

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.
  • One (1) year of work experience directly related to the skills required for successfully performing the duties of this position.
    • While not a requirement, bilingual in Spanish and English is preferred.

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 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 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, Compliance Coordinator, 1701 Wright Street, Madison, WI 53704 (608) 246.5221

To apply, visit

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:
Learn More about Madison College:

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.

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