Agriculture and Community Development Administrative Assistant

University of Wisconsin-Madison; Madison (WI); Hybrid; USD 23,000 - 32,000; Part time

Benefits offered by this job

Vacation & holidays

Sick leave

Health insurance

Retirement benefits

Job summary

University of Wisconsin-Madison is seeking an Administrative Assistant II to provide administrative, clerical, and operational support to the Extension Agriculture and Community Development institutes. The role focuses on coordinating registrations, managing inventory, purchasing supplies, and supporting travel and events.

Based mainly on the UW-Madison campus, the position offers in-person work with potential partial remote work during summer.

Qualifications

• At least one year of administrative, office support, or program support experience.
• Experience coordinating meetings, events, trainings, or registrations.
• Experience managing office operations, such as purchasing supplies, maintaining records, processing documents, or supporting day-to-day administrative functions.
• Proficiency with Microsoft Office applications (Outlook, Word, Excel, and Teams) and experience using electronic systems for communication, scheduling, and recordkeeping.
• Experience handling and coordinating materials, inventory, shipping, receiving, or related operational support activities.

Responsibilities

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums

Skills

Administrative support

Meeting coordination

Office operations

Travel coordination

Records management

Communication

MS Office

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category

University Staff

Employment Type

Terminal (Fixed Term)

Job Profile

Administrative Assistant II

Job Summary

The Extension Agriculture and Community Development Administrative Assistant provides administrative, clerical, and operational support to the institutes' administrative managers to ensure the successful delivery of programs, events, and training activities.

• Coordinating event registrations and participant support
• Managing inventory
• Purchasing office supplies and materials
• Packaging and shipping training resources
• Assisting with meeting and event logistics
• Supporting travel coordination
• Maintaining operational records

The Administrative Assistant will perform a variety of administrative duties that contribute to the efficient functioning of both the Agriculture and Community Development institutes and the achievement of program goals.

Statewide Location

This position will be working out of the Extension building on the UW-Madison campus mostly in-person during the academic year. There is a possibility for partial remote work during summer.

Terminal Position

The initial period of employment will be two years, with the possibility to become renewable contingent upon available funding.

Physical Requirements

• Must be able to safely lift and carry items weighing up to 25 pounds.
• Requires frequent standing, walking, bending, and lifting throughout the work day.

Key Job Responsibilities

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums

Department

Division of Extension, Agriculture Institute, is hiring for an Agriculture and Community Development Administrative Assistant.

About Extension

Extension embodies the Wisconsin Idea by developing and connecting the research and educational resources of UW–Madison with residents and communities to address local, statewide, and national issues. We teach, learn, lead and serve, transforming lives and communities.

About The Institute

The UW-Madison Division of Extension Agriculture Institute addresses emerging issues related to Wisconsin’s agriculture and horticulture systems with research-based outreach to advance economically sustainable, socially responsible, and environmentally sound practices.

Compensation

The minimum annual (12 months) starting hourly rate for the position is $20.00/hr but is negotiable based on experience and qualifications.

Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. Please review the summary of benefits for more information.

Required Qualifications

• At least one year of administrative, office support, or program support experience in a professional work environment
• Experience coordinating meetings, events, trainings, or registrations, including scheduling, participant communication, or logistical support
• Experience managing office operations, such as purchasing supplies, maintaining records, processing documents, or supporting day-to-day administrative functions
• Proficiency with Microsoft Office applications (Outlook, Word, Excel, and Teams) and experience using electronic systems for communication, scheduling, and recordkeeping
• Experience handling and coordinating materials, inventory, shipping, receiving, or related operational support activities

Preferred Qualifications

• Experience with inventory management
• Experience supporting multiple programs, departments, or teams simultaneously while effectively managing competing priorities and deadlines
• Demonstrated ability to establish and maintain effective working relationships with staff, community partners, volunteers, and external stakeholders

Education

High school diploma or equivalent

Contact Information

Sara Dawson

[e-mail]

608-890-2629

Gina Barbosa

[e-mail]

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Institutional Statement on Diversity

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

The University of Wisconsin-Madison is an Equal Opportunity Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.