Wifca
25-26- Doyle - Administrative Assistant - Communications - 0.5 FTE
Wifca, Madison, Wisconsin, us, 53774
Communications
Doyle Administration Building
Compensation: $30.11 - 30.11 Hourly Wage
Employment Type: Non-Exempt
MMSD is seeking highly motivated and energetic applicants for openings for the 2025-2026 school year. Applicants should have a good attitude, willingness to learn, and passion for impactful work and learning.
Why You Should Work with MMSD! The Madison Metropolitan School District (MMSD) is the second-largest school district in Wisconsin. We have a simple but bold vision — to ensure that every school is a thriving school, that prepares every student to graduate from high school ready for college, career, and community.
The Madison Metropolitan School District is committed to being anti-racist, culturally responsive, and inclusive. We have a simple but bold vision — to ensure that every school is a thriving school, fostering the growth of every student so they graduate from high school ready for college, career and community.
Our strategy is captured in our strategic framework , and centers on three major goals: that all children achieve academically, that our schools are places where children and adults thrive, and that our Black youth excel at school. To achieve this vision, we seek to retain staff in all positions, who are committed to being anti‑racist, culturally responsive, and inclusive. Staff who will actively contribute to our ongoing commitment to making MMSD a thriving, welcoming environment for all students, families and staff.
We firmly believe in and are here to create a work environment that is challenging and rewarding, while supporting employees in their career path. We strive to provide, encourage, grow, and develop a talented workforce that better supports and represents the diversity of our student population. We know this vision doesn't come to life without dynamic leaders and support staff in every school.
About Our District The Madison Metropolitan School District is the second largest school district in Wisconsin. The district serves a beautifully diverse population of more than 25,000 students. More than half are students of color. Almost half come from low income households. Nearly one third are English Language Learners, and more than 100 languages are represented in our schools. Madison schools are committed to making this district a place where every child thrives.
Purpose of the Position Under direct supervision of the Senior Executive Director of Communications, the Administrative Assistant is responsible for directly assisting the Senior Executive Director of Communications, providing department administrative support tasks, including office management and clerical support, customer service and communication support, travel expense and vendor management. They will also work closely and collaborate with the team. Work is complex, fast paced, and confidential in nature and requires sound independent judgment.
This position will have a high degree of integrity, sustain a culture of continuous improvement, and be committed to creating and maintaining an inclusive work environment while having a growth mindset to a multi-faceted operation while having a focus on creating a positive work culture.
Supervisory Responsibilities None
Essential Duties and Responsibilities Office Management and Clerical Support (30%)
Manage a professional and welcoming office atmosphere, ensuring a clean and organized workspace for staff and visitors.
Maintain office supplies inventory and place orders through vendors to ensure stock levels are up-to-date and office needs are met.
Provide support for clerical tasks such as mailings, duplication, project assembly, and document management as needed.
Assist with drafting letters, memos, and other correspondence.
Ensure accurate record‑keeping, including merged address labels and letters.
Create, update, and maintain accurate documentation and departmental files, ensuring accessibility and proper organization.
Customer Service and Communication Support (20%)
Use customer service software (e.g., Let’s Talk) to track and respond to customer inquiries, ensuring timely, accurate, and professional communication.
Assist with the weekly flyer distribution process via designated software (e.g., Peach Jar), assessing and determining the acceptability of content for distribution.
Assist with researching and gathering information for other Department of Communications team members as needed.
Assist with internal newsletter information gathering and weekly email monitoring.
Provides editorial assistance involving proofreading and editing electronic newsletters and news releases.
Travel, Expense, and Vendor Management (35%)
Manage purchasing and travel cards, including tracking receipts, reconciling bills, and processing staff travel and expense reimbursements.
Assist with vendor management, including managing contracts and coordinating logistics for events such as scheduling, catering, and setup.
Support the preparation and monitoring of departmental budgets, assisting with reports and financial tracking.
Calendar Scheduling and Administrative Support (10%)
Assist with scheduling appointments and coordinating meetings.
Help with organizing events, including scheduling, catering, and setup coordination, ensuring smooth execution of activities.
Performing other tasks as assigned.
Collaboration and Teamwork (5%)
Collaborate closely with the Communications Department team.
Participate in planning, goal‑setting, and reporting activities for the Communications Department.
Serve on interdepartmental teams as needed.
Collaborate with Bilingual Resource Specialists to ensure documents are translated appropriately.
Ensure cultural responsiveness in all marketing communications and a commitment to using an equity mindset.
Able to attend work regularly and report to work in a timely manner.
Education, Knowledge, Skills, Abilities to perform essential job functions
Demonstrated ability to establish relationships at all levels of the organization.
Follow principles and practices that promote and advance anti‑racism, diversity, equity, and inclusion.
Strong organizational skills with the ability to manage multiple tasks and deadlines.
Ability to handle confidential information professionally and with discretion.
Strong attention to detail and problem‑solving abilities.
Strong written and verbal communication skills.
Ability to work independently and collaboratively within a team.
Knowledge of basic mathematical concepts.
Ability to read, follow directions, maintain accurate records, and pay close attention to detail.
Ability to adapt to a changing environment, technology, methods, and workflow, and exhibit positive communication skills related to these changes.
Ability to provide proven, consistent, and excellent customer service skills.
Ability to demonstrate a record of reliable attendance.
Required Qualifications
High School diploma or equivalent.
Experience in administrative or office support and communications roles.
Experience using office technology and computers, including Google applications, Microsoft Office Suite, e‑mail, Internet searching capability, and other related technology.
Preferred Qualifications
Bilingual Spanish or Hmong
License Requirements: None
Next Steps Upon submitting, your application will be reviewed by the hiring manager. Based on your application materials, a hiring manager may reach out to you to schedule an interview.
Candidates who have indicated fluency in Spanish and/or Hmong are invited to apply for our bilingual positions as well. If interested in a bilingual position, candidates would be asked to complete reading, writing, and oral language proficiency assessments.
Physical Requirements Ability to work under generally safe and comfortable conditions where exposure to environmental factors is minimal and poses little to no risk of injury. This position requires the ability to lift up to 25 pounds occasionally and may involve walking, sitting, stooping or reaching. Manual dexterity is necessary for completing general tasks while operating office equipment. This position may require being stationary for extended periods of time.
Ability to perform work in a variety of indoor and outdoor environments throughout the year, including in inclement weather, spaces without air conditioning, and areas where temperatures may be uncomfortable or fluctuate rapidly.
Working Conditions Work requires travel to different locations within the district and to off‑site meetings.
Position requires working evenings, nights, and some weekends.
School‑based positions are required to be in‑person unless otherwise directed by the building principal.
Ability to work under generally safe and comfortable conditions where exposure to environmental factors is minimal and poses little to no risk of injury.
Ability to perform work in a variety of indoor and outdoor environments throughout the year, including in inclement weather, spaces without air conditioning, and areas where temperatures may be uncomfortable or fluctuate rapidly.
The above statements are intended to describe the general nature and level of work being performed by the person(s) assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of the individual so classified.
Disclaimer This position description is subject to change at any time. The above job description does not limit the duties and responsibilities listed above as they are intended to describe the general nature and level of work being performed. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required. Employees in this position may be required to perform additional job‑related tasks as directed by the supervisor.
The Madison Metropolitan School District is an Equal Opportunity Employer. We continue to seek a diverse and talented workforce. We encourage veterans, women, people of color, LGBTQIA+, and people with disabilities to apply. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. In compliance with the Americans with Disabilities Act, the District will provide reasonable accommodations to qualified individuals with disabilities.
This position is not eligible for sponsorship. You must apply on our career page to be considered for this opportunity.
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Compensation: $30.11 - 30.11 Hourly Wage
Employment Type: Non-Exempt
MMSD is seeking highly motivated and energetic applicants for openings for the 2025-2026 school year. Applicants should have a good attitude, willingness to learn, and passion for impactful work and learning.
Why You Should Work with MMSD! The Madison Metropolitan School District (MMSD) is the second-largest school district in Wisconsin. We have a simple but bold vision — to ensure that every school is a thriving school, that prepares every student to graduate from high school ready for college, career, and community.
The Madison Metropolitan School District is committed to being anti-racist, culturally responsive, and inclusive. We have a simple but bold vision — to ensure that every school is a thriving school, fostering the growth of every student so they graduate from high school ready for college, career and community.
Our strategy is captured in our strategic framework , and centers on three major goals: that all children achieve academically, that our schools are places where children and adults thrive, and that our Black youth excel at school. To achieve this vision, we seek to retain staff in all positions, who are committed to being anti‑racist, culturally responsive, and inclusive. Staff who will actively contribute to our ongoing commitment to making MMSD a thriving, welcoming environment for all students, families and staff.
We firmly believe in and are here to create a work environment that is challenging and rewarding, while supporting employees in their career path. We strive to provide, encourage, grow, and develop a talented workforce that better supports and represents the diversity of our student population. We know this vision doesn't come to life without dynamic leaders and support staff in every school.
About Our District The Madison Metropolitan School District is the second largest school district in Wisconsin. The district serves a beautifully diverse population of more than 25,000 students. More than half are students of color. Almost half come from low income households. Nearly one third are English Language Learners, and more than 100 languages are represented in our schools. Madison schools are committed to making this district a place where every child thrives.
Purpose of the Position Under direct supervision of the Senior Executive Director of Communications, the Administrative Assistant is responsible for directly assisting the Senior Executive Director of Communications, providing department administrative support tasks, including office management and clerical support, customer service and communication support, travel expense and vendor management. They will also work closely and collaborate with the team. Work is complex, fast paced, and confidential in nature and requires sound independent judgment.
This position will have a high degree of integrity, sustain a culture of continuous improvement, and be committed to creating and maintaining an inclusive work environment while having a growth mindset to a multi-faceted operation while having a focus on creating a positive work culture.
Supervisory Responsibilities None
Essential Duties and Responsibilities Office Management and Clerical Support (30%)
Manage a professional and welcoming office atmosphere, ensuring a clean and organized workspace for staff and visitors.
Maintain office supplies inventory and place orders through vendors to ensure stock levels are up-to-date and office needs are met.
Provide support for clerical tasks such as mailings, duplication, project assembly, and document management as needed.
Assist with drafting letters, memos, and other correspondence.
Ensure accurate record‑keeping, including merged address labels and letters.
Create, update, and maintain accurate documentation and departmental files, ensuring accessibility and proper organization.
Customer Service and Communication Support (20%)
Use customer service software (e.g., Let’s Talk) to track and respond to customer inquiries, ensuring timely, accurate, and professional communication.
Assist with the weekly flyer distribution process via designated software (e.g., Peach Jar), assessing and determining the acceptability of content for distribution.
Assist with researching and gathering information for other Department of Communications team members as needed.
Assist with internal newsletter information gathering and weekly email monitoring.
Provides editorial assistance involving proofreading and editing electronic newsletters and news releases.
Travel, Expense, and Vendor Management (35%)
Manage purchasing and travel cards, including tracking receipts, reconciling bills, and processing staff travel and expense reimbursements.
Assist with vendor management, including managing contracts and coordinating logistics for events such as scheduling, catering, and setup.
Support the preparation and monitoring of departmental budgets, assisting with reports and financial tracking.
Calendar Scheduling and Administrative Support (10%)
Assist with scheduling appointments and coordinating meetings.
Help with organizing events, including scheduling, catering, and setup coordination, ensuring smooth execution of activities.
Performing other tasks as assigned.
Collaboration and Teamwork (5%)
Collaborate closely with the Communications Department team.
Participate in planning, goal‑setting, and reporting activities for the Communications Department.
Serve on interdepartmental teams as needed.
Collaborate with Bilingual Resource Specialists to ensure documents are translated appropriately.
Ensure cultural responsiveness in all marketing communications and a commitment to using an equity mindset.
Able to attend work regularly and report to work in a timely manner.
Education, Knowledge, Skills, Abilities to perform essential job functions
Demonstrated ability to establish relationships at all levels of the organization.
Follow principles and practices that promote and advance anti‑racism, diversity, equity, and inclusion.
Strong organizational skills with the ability to manage multiple tasks and deadlines.
Ability to handle confidential information professionally and with discretion.
Strong attention to detail and problem‑solving abilities.
Strong written and verbal communication skills.
Ability to work independently and collaboratively within a team.
Knowledge of basic mathematical concepts.
Ability to read, follow directions, maintain accurate records, and pay close attention to detail.
Ability to adapt to a changing environment, technology, methods, and workflow, and exhibit positive communication skills related to these changes.
Ability to provide proven, consistent, and excellent customer service skills.
Ability to demonstrate a record of reliable attendance.
Required Qualifications
High School diploma or equivalent.
Experience in administrative or office support and communications roles.
Experience using office technology and computers, including Google applications, Microsoft Office Suite, e‑mail, Internet searching capability, and other related technology.
Preferred Qualifications
Bilingual Spanish or Hmong
License Requirements: None
Next Steps Upon submitting, your application will be reviewed by the hiring manager. Based on your application materials, a hiring manager may reach out to you to schedule an interview.
Candidates who have indicated fluency in Spanish and/or Hmong are invited to apply for our bilingual positions as well. If interested in a bilingual position, candidates would be asked to complete reading, writing, and oral language proficiency assessments.
Physical Requirements Ability to work under generally safe and comfortable conditions where exposure to environmental factors is minimal and poses little to no risk of injury. This position requires the ability to lift up to 25 pounds occasionally and may involve walking, sitting, stooping or reaching. Manual dexterity is necessary for completing general tasks while operating office equipment. This position may require being stationary for extended periods of time.
Ability to perform work in a variety of indoor and outdoor environments throughout the year, including in inclement weather, spaces without air conditioning, and areas where temperatures may be uncomfortable or fluctuate rapidly.
Working Conditions Work requires travel to different locations within the district and to off‑site meetings.
Position requires working evenings, nights, and some weekends.
School‑based positions are required to be in‑person unless otherwise directed by the building principal.
Ability to work under generally safe and comfortable conditions where exposure to environmental factors is minimal and poses little to no risk of injury.
Ability to perform work in a variety of indoor and outdoor environments throughout the year, including in inclement weather, spaces without air conditioning, and areas where temperatures may be uncomfortable or fluctuate rapidly.
The above statements are intended to describe the general nature and level of work being performed by the person(s) assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of the individual so classified.
Disclaimer This position description is subject to change at any time. The above job description does not limit the duties and responsibilities listed above as they are intended to describe the general nature and level of work being performed. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required. Employees in this position may be required to perform additional job‑related tasks as directed by the supervisor.
The Madison Metropolitan School District is an Equal Opportunity Employer. We continue to seek a diverse and talented workforce. We encourage veterans, women, people of color, LGBTQIA+, and people with disabilities to apply. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. In compliance with the Americans with Disabilities Act, the District will provide reasonable accommodations to qualified individuals with disabilities.
This position is not eligible for sponsorship. You must apply on our career page to be considered for this opportunity.
#J-18808-Ljbffr