{"id":2391253,"url":"https://alion.io/job/madison-college-administrative-assistant-part-time","title":"Administrative Assistant - Part Time","company":{"id":1829647,"name":"Madison College","domain":"madisoncollege.edu","url":"https://alion.io/company/madisoncollege","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"D","score":49,"open_postings":125,"ghost_share":0.848,"stale_share":0,"repost_share":0,"time_to_fill_p50_days":32,"computed_at":"2026-10-22T06:10:10Z"}},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"part_time","work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"explicit","locations":["Madison, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":35000,"max_usd":61000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":4005},"experience_years_min":2,"visa_sponsorship":true,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-10-12T21:17:53Z","employer_posted_date":"2026-10-12","last_verified_at":"2026-10-22T05:29:05Z","board_verified":true,"closed_at":null,"days_open":9,"trust":{"level":"ok","repost_count":0,"flags":["company_stale"],"days_open":9},"description":"Current Madison College employees must apply to the internal career site by logging into Workday\nJob Posting Date:\nOctober 12, 2026Application Deadline:\nSalary Information:\n$22.51 - $28.14(For current employees, pay may not be restricted to the posted range and will be set in accordance with the Madison College Compensation Manual guidelines for internal salary placement.)\nDepartment:\nSoSTEM GrantsJob Description:\nMadison College is seeking a part-time Administrative Assistant to play an important role in the School of Engineering, Science, and Mathematics, focusing on supporting Renewable Energy students and faculty. This position is integral to the NSF grant-funded Center for Renewable Energy Advanced Technical Education (CREATE). Key responsibilities include acting as the Department Buyer, managing procurement for goods and services, overseeing quotes, bids, and purchasing contracts, and handling vendor payments. In addition, the position involves verifying deliveries, validating invoices for grant-related services, and ensuring compliance with grant-reporting standards and budget alignment.\nThe Administrative Assistant will also be tasked with organizing national-level events for the grant, serving as the primary contact, and managing logistics for participants. Responsible for processing stipends for grant participants and maintaining accurate records to comply with internal and external regulations, facilitating effective communication within the CREATE project team.\nThis position requires regular coordination with the Grant Manager, Center Director/PI, and other team members in the School of Engineering, Science, and Mathematics.\nPosition Details:\nSchedule: This is a 20-hour per week position. This position offers a hybrid work schedule 3 days on campus and 2 days remote, subject to change in accordance with Madison College policy.\nExpected Progression: This position includes an expected progression plan. Upon meeting departmental criteria, you will be eligible to receive a $1.00 per hour increase.\nGrant-Funded Position: This position is funded through an NSF grant. The current funding period extends through June 30, 2027, with funding anticipated to be renewed annually.\nFirst Consideration Date: This position will be open until filled, with a first review date of October 26, 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.\nRequired Documents (2):\nCover Letter\nResume\n*Failure to include these documents by the first consideration date will result in the disqualification of your application.\nMadison 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!\nAccountabilities:\nDepartment Buyer: Implements Requests for Quotes/Proposals/Bids with outside vendors for goods, fees, and services; creates, encumbers, and tracks purchase orders in the college Workday system; and maintains project procurement tracking records.\nCollaborates with Madison College Contracts, Purchasing, Grants Accounting, and Accounts Payable. Reviews and initiates contracts, monitors grant-funded consultant and evaluator expenditures, coordinates invoice payments, and processes purchase order amendments and change orders as needed.\nCoordinates major events, workshops, meetings, trainings, and other grant-supported activities, serving as the primary point of contact for participants and event venues/hosts. Supports scheduling, communications, print materials, room reservations, presentation space, catering, supply acquisition, shipping, and on-site or virtual event operations.\nProvides administrative support for department operations including calendar coordination, travel arrangements, marketing support, document preparation, records management, and other activities that support day-to-day operations.\nCoordinates purchasing, budget, and grant-related administrative activities including expense tracking, transaction reconciliation, p-card administration, stipend and consultant payments, and compliance documentation.\nProcures, ships, tracks, and maintains inventory records for equipment awards, departmental supplies, and other resources. Develops and implements organization and inventory control processes to support department and grant activities.\nPrepares, reviews, and maintains reports, records, inventories, and other data using college systems and tools to support operational accuracy, compliance, and reporting requirements.\nProvides customer service and frontline support to students, faculty, staff, external partners, consultants, and workshop participants by responding to inquiries, resolving issues, and directing requests as appropriate.\nExercises independent judgment to resolve routine issues, prioritize competing responsibilities, and improve administrative processes, workflows, and operational efficiency.\nKnowledge, Skills & Abilities：\nKnowledge of administrative procedures, scheduling practices and recordkeeping standards.\nKnowledge of scheduling systems, academic processes and institutional policies.\nSkill in using administrative software and databases.\nAbility to apply standardized procedures, policies and guidelines across administrative and academic functions.\nAbility to manage multiple processes, meet deadlines and maintain accuracy in a fast-paced environment.\nAbility to exercise independent judgment and problem-solving on routine problems.\nSkill in engaging positively with all populations and communities, contributing to a safe and inclusive learning and work environment.\nSkill in effectively and respectfully communicating with others.\nMinimum Requirements:\nEducation:\nAssociates 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.\nWork Experience:\n2+ years of relevant work experience.\nMadison 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.\nIf you are experiencing application issues, please contact us at the Talent Acquisition email  or HR hotline (608) 246-6900.\nTo 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.\n 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","description_format":"text","description_chars":7658,"description_truncated":false,"requirements":{"experience_years_min":2,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"associate","optional":false},"security_clearance":false,"languages":[]},"benefits":["Hybrid work"],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Higher Education","Vocational Education"],"lifecycle":[{"event":"open","at":"2026-10-12T21:17:53Z"}],"visa":[],"liveness":{"score":60,"band":"ok","label":"Likely open","p_open":1,"p_active":0.599,"p_room":1,"age_days":9,"expected_fill_days":32,"reasons":["conf:0","stale_co","win:early","comp:junior,brand"],"computed_at":"2026-10-22T06:10:10Z"},"pay":null,"html_url":"https://alion.io/job/madison-college-administrative-assistant-part-time","json_url":"https://alion.io/job/madison-college-administrative-assistant-part-time.json","meta":{"generated_at":"2026-10-22T11:12:48Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":9008,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-23T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":1829647},"rest":"https://alion.io/mcp/rest/get_company?id=1829647"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fmadison-college-administrative-assistant-part-time"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fmadison-college-administrative-assistant-part-time"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fmadison-college-administrative-assistant-part-time"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/madison-college-administrative-assistant-part-time\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fmadison-college-administrative-assistant-part-time"}]}