Executive Assistant to Vice Provost (Full-Time)

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 share the same passion in serving this purpose. Learn more about MATC at www.matc.edu.

The Executive Administrative Assistant, provides high-level administrative and operational support to senior leadership within multiple departments within the District. This role involves managing complex office operations, overseeing large-scale projects, and ensuring the efficient functioning of the office through strategic planning and resource management. The Executive Administrative Assistant plays a critical role in enhancing the productivity of the team by proactively identifying and resolving challenges, handling sensitive information, and coordinating across various departments. Must handle confidential information with discretion and professionalism.

Work requires in-depth knowledge of institution and organization operations, budgets, purchasing, policies, and procedures, and the exercise of independent judgment, ingenuity and discretion. This position requires advanced problem-solving skills, superior attention to detail, and the ability to work independently while managing multiple priorities. Supervision received is general in nature using established procedures and general objectives and limited to problems or unusual conditions. Works both independently and with staff in a teamwork approach.

• Executive Support:Provides advanced administrative support to senior leadership of multiple departments. This role manages complex tasks, oversees department operations, coordinates multiple projects, and acts as a liaison between departments, leadership, and external stakeholders. Prepares meeting agendas, standard forms, invoices and related documents according to the college procedures and guidelines. Prepares correspondence, memos, minutes, reports and other complex, technical and or confidential documents captured by various methods. 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: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.
• Recordkeeping, Data, and Reporting: Gathers and/or provides factual information, maintains records, and interprets data requiring reference to a variety of sources; maintains complex statistical reports including designing formats for complex tables, charts and graphs; may conduct special studies to report recommendations as requested. Assist in maintenance of files, including but not limited to filing completed paperwork, revising labels, moving files to the appropriate cabinets and ensuring the space is neat and organized. 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.
• Committee Involvement:Chairs and/or participates in cross-functional committees and organize regular status, review, and debrief meetings among stakeholders.
• 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.

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

• Associate's degree in a related field with five (5) years of progressively responsible work experience, supporting a Director/Dean-level, or higher position

• Bachelor's degree in a related field with three (3) years of progressively responsible work experience, supporting a Director/Dean level, or higher position.

Knowledge, Skills, and 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.

COMPETENCIES

• Customer focus
• Action oriented
• Values differences
• Self-development
• Compassion
• Cultivates innovation
• Optimizes work processes
• Ensures accountability Collaborates
• Interpersonal savvy
• Communicates effectively
• Instills trust

• Sitting/Standing/Walking: 65% of time spent sitting, 25% of time spent standing, 10% of time walking
• Ability to lift up to 25 lbs., carry and push up to 20 lbs. and ability to pull up to 50 lbs.
• Ability to climb stairs and a ladder and maintain balance.
• Ability to stoop, kneel, crouch, reach, hear and speak.

Start Date: This position is available to start immediately and will provide executive level support to the Vice Provost for the Learn Pillar.

Hours: This is a 1.0 FTE or 40 hours per work week, 100% IN-PERSON position. Hours are typically Monday through Friday during normal business hours. Office is located at our Milwaukee Downtown Campus. Employees will conduct all work hours in the State of Wisconsin, performing work outside the state is strictly prohibited.

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 fully completed job application.

Application Materials: 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. Along with your completed application, please upload an up-to-date resume. Education will be formally verified prior to offer.

Interviews: Selected qualified candidates will be invited to participate in a virtual interview on a date to be determined. Candidates who are selected after the first interview will be invited to a second-round interview. Final interviews will be conducted on site at our Milwaukee Downtown Campus location.

EEOC: 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. 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 jobs@matc.edu.