Administrative Assistant II

4 weeks ago

Madison, United States University of Wisconsin–Madison Full time $20
Job Summary:

About Extension: UW-Madison's Division of Extension serves the people and communities of Wisconsin by addressing local, statewide and national issues, improving lives through research-based education, fostering partnerships and action, and facilitating positive impacts.

About the Positive Youth Development Institute: The Positive Youth Development (PYD) Institute empowers Wisconsin youth, and the communities who support them, to thrive. With educators placed throughout Wisconsin in counties and tribal nations, the PYD Institute lives the Wisconsin Idea and brings research-based youth programs, including the Wisconsin 4-H membership program, to build youth and adult capacity and partnerships that help both grow. The Institute's state leadership and administrative services are located on the UW-Madison campus, with state team members serving in remote locations throughout the state.

This position is part of the PYD Institute's state administrative support team and provides administrative support to professional staff in support of the Institute's goals, under general supervision. This role requires a customer service-oriented individual with excellent communication and organizational skills as well as attention to accuracy and detail to join our collaborative administrative support team.

This position will provide additional capacity and support for a variety of administrative functions of the Institute including Principal Investigator (PI) support, revenue and expense tracking and communications, and support of revenue generation activities. This position is well suited for a candidate that enjoys fiscal reporting, managing details and logistical support for others, and working with a wide range of diverse projects and people.

The Division of Extension has a deep and profound commitment to diversity, inclusion, and equity, believing that these values are foundational elements to eliminate disparities and expanding access for all. As Extension, we acknowledge the need for strategic and coordinated actions that help us form a more equitable, anti-racist, non-biased, and inclusive organization. As such, all Extension employees are expected to foster and promote the values of diversity and inclusion.

Responsibilities:

Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision.

  • 10% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
  • 20% 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
  • 20% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
  • 20% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
  • 20% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
  • 10% Tracks, stocks, orders, and inventories office supplies to ensure adequate materials are available for workplace operation
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.

Education:

Required: H.S. Diploma or equivalent

Qualifications:

Required:

  • A minimum of one year of administrative/office support experience
  • Strong attention to detail
  • Excellent communication skills

Preferred:

  • Customer service experience
  • Experience managing multiple, concurrent projects, while still meeting deadlines and maintaining attention to detail
  • Experience planning meetings and/or events, e.g., scheduling rooms, reserving A/V equipment, ordering catering
  • Experience posting and processing financial transactions within a budget structure
Work Schedule:

It is expected that work will be completely onsite in Madison, WI.

Work Type:

Full Time: 100%
It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $20.00 HOURLY, Depending on Qualifications. Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits.

Additional Information:

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e., a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of appointment.

How to Apply:

We are eager to learn more about how your experience and passion may align with this position. To begin the application process, click the "apply now" button. You will be prompted to upload the following documents:

  • Resume
  • Letter of Qualifications (cover letter)

Please submit a cover letter referring to your related work experience and a resume detailing your educational and professional background. Your cover letter should communicate your interest in the position and how your skillset aligns with the role.

Contact:

Stuart Henn
stuart.henn@wisc.edu
608-262-2391

Official Title:

Administrative Assistant II(AD002)

Department(s):

A47-EXTENSION/YFH/YTH/POS YTH DEV INST

Employment Class:

University Staff-Ongoing

Job Number:

308282-CP

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

Employment may require a criminal background check. 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.

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