Positive Youth Development Institute Administrative Assistant

UWMSN University of Wisconsin Madison; New York (NY); Hybrid; USD 21,000 - 31,000; Full time

Benefits offered by this job

Generous paid time off

Health/dental/vision insurance

Tax-advantaged savings accounts

Wisconsin Retirement System (WRS)

Job summary

The Administrative Assistant for the Positive Youth Development (PYD) Institute provides comprehensive administrative support to Institute leadership, state and regional Program Managers, and professional staff to help achieve organizational goals.

Working under general supervision, this role is a key member of the Institute’s statewide administrative support team and contributes to the efficient coordination of daily operations and programs.

Qualifications

• Demonstrated customer service skills assisting visitors, clients, or customers.

Responsibilities

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision.
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures.
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
• 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.
• Provides additional general office management and coordination for the Institute, which may include supervising student assistants

Skills

Customer service

Organizational skills

Communication skills

Multitasking

Team collaboration

Independent work

Education

High school diploma

Associate's or Bachelor's degree preferred

Tools

Microsoft Office 365

Outlook

Word

Excel

Teams

SharePoint

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: Regular

Job Profile

Administrative Assistant II

Job Summary

The Administrative Assistant for the Positive Youth Development (PYD) Institute provides comprehensive administrative support to Institute leadership, state and regional Program Managers, and professional staff to help achieve organizational goals. Working under general supervision, this role is a key member of the Institute’s statewide administrative support team and contributes to the efficient coordination of daily operations and programs. The ideal candidate is customer service-oriented, highly organized, and detail-focused, with strong communication skills. This position requires the ability to manage multiple priorities, collaborate effectively with diverse stakeholders, and support a team-driven environment while ensuring high-quality administrative services across the Institute. In addition to the Key Job Responsibilities below, the core function of this position is to: Maintain and update Institute websites, SharePoint resources, calendars, directories, organizational charts, and shared documents. Manage records, files, and document libraries in compliance with organizational and state records retention requirements. Coordinate purchasing activities, contracts, supplies, expense reports, and other administrative processes. Support the administration of volunteer programs, training records, certifications, and related documentation. Provide operational and administrative support to Institute leadership, program managers, and professional staff to ensure efficient program delivery.

Location and Work Arrangements

Statewide Location – This position is located at the Division of Extension headquarters in Madison, WI. Partial Remote – This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location. Remote work requires an approved remote work agreement (RWA). A RWA requires successful candidates to possess their own high-speed internet and phone to perform the work on a university provided computer. Per University policy, transportation between home and assigned work location is not payable/reimbursable and will be at the expense of the employee. This position has the possibility of working up to two (2) days remote per week. Evening/Weekend Work – This position may be required to work occasional nights and weekends to meet the program needs and priorities of the communities served.

Travel Expectations

It is expected that employees will make individual arrangements for transportation adequate to meet position responsibilities and essential job functions. Read more about UW-Madison Driver Authorization. Applicants are required to: Have a valid drivers license and a reliable source of independent transportation for periodic in-state work travel, and/or comply with requirements for UW-Madison vehicle use authorization.

Key Job Responsibilities

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision


• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures


• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations


• 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


• Provides additional general office management and coordination for the Institute, which may include supervising student assistants

Department

Division of Extension, Positive Youth Development Institute is hiring for an 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 Extension Institute of Positive Youth Development prepares the youth of today to become the effective, empathic adults of tomorrow. Our research-based youth enrichment programs like teens in governance build youth and adult capacity that help both sides grow. 4-H clubs, camps and afterschool programs give young people the hands-on experiences they need to develop an understanding of themselves and the world.

Compensation

The minimum starting hourly rate for the position is $18.91 per hour but is negotiable based on experience and qualifications.

• generous paid time off


• competitively priced health/dental/vision/life insurance


• tax-advantaged savings accounts


• participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund

For a summary of benefits, please see https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf

Required Qualifications

• Demonstrated customer service skills assisting visitors, clients, or customers.


• Proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, Teams, SharePoint, and calendar management tools


• Strong organizational skills with the ability to manage multiple tasks, prioritize competing deadlines, and maintain attention to detail


• Excellent written and verbal communication skills


• Demonstrated ability to effectively work with people from a wide range of backgrounds and perspectives


• Ability to work independently under general supervision while contributing effectively within a collaborative team environment

Preferred Qualifications

• 1 to 3 years previous clerical or administrative support experience in a office setting


• Demonstrated experience scheduling and maintaining calendars, coordinating office events and meetings, and managing day-to-day office tasks including answering and directing communications and requests


• Experience processing payments, placing supply ordering, vendor invoice payment, and coordinating travel arrangements in a complex financial environment

Education

• Required Education H.S. Diploma or equivalent


• Preferred Education Higher education preferred. An Associate's degree or Bachelors degree will be considered.

Contact Information

Sara Dawson [e-mail] 608-890-2629 Stuart Henn [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. Work with purpose, make an impact, and grow your career. The University of Wisconsin–Madison is committed to equity, inclusion and employee well-being as we proudly work to improve the lives of people in Wisconsin and beyond. UW–Madison offers a wide range of professions that cover various interests and skill levels. We employ everything from accountants to arborists, chefs to custodians, editors to electricians, graphic designers to groundskeepers, HR associates to HVAC technicians, librarians to locksmiths, mechanics to medical assistants, painters to police officers, web designers to welders, and absolutely everything in between! No matter what you are looking for professionally, chances are you will not only find it but will thrive at it while working at the University of Wisconsin–Madison.