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University of Wisconsin-Madison
University of Wisconsin-Madison
EducationGovernment
University of Wisconsin-Madison is a public research university in Madison, Wisconsin and the flagship campus of the University of Wisconsin System. Its academic and research community spans the humanities, sciences, and applied disciplines, with more than $1 billion invested annually in research. The university combines undergraduate and graduate education with community outreach, campus resources, and athletics, guided by the Wisconsin Idea’s focus on public service. Its work also emphasizes diversity, inclusive excellence, and engagement with the wider community.
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Administrative Assistant - UW-Madison Extension (Hybrid)

Provide administrative and operational support for UW-Madison Extension’s Positive Youth Development Institute. Coordinate records, purchasing, communications, calendars, and program activities.

USUnited StatesWIWisconsin
$18 / hour
HybridFull-timeMiddleSeniorEnglish RequiredAdministrative Assistant

Description

  • Support Institute leadership, state and regional Program Managers, and professional staff with comprehensive administrative services
  • Update Institute websites, SharePoint resources, calendars, directories, organizational charts, and shared documents
  • Manage records, files, and document libraries according to organizational and state retention requirements
  • Coordinate purchasing, contracts, supplies, expense reports, and related administrative processes
  • Assist with volunteer programs, training records, certifications, and supporting documentation
  • Coordinate administrative and operational activities that enable efficient program delivery
  • Handle communications, including sending, receiving, copying, and distributing materials under established procedures
  • Maintain electronic and physical records associated with work operations
  • Arrange logistics and secure resources for meetings, conferences, travel, and work unit activities
  • Act as an initial contact by providing general organizational information and directing complex inquiries
  • Use technology to collect, analyze, and prepare communications materials
  • Coordinate general office operations and management, with potential supervision of student assistants
  • Work occasional evenings and weekends when required
  • Arrange personal transportation for periodic in-state work travel

Requirements

  • High school diploma or equivalent
  • Proven customer service experience assisting visitors, clients, or customers
  • Proficiency with Microsoft Office 365, including Outlook, Word, Excel, Teams, SharePoint, and calendar management tools
  • Strong organizational ability, including multitasking, prioritization, deadline management, and attention to detail
  • Excellent written and verbal communication skills
  • Ability to work effectively with people from varied backgrounds and perspectives
  • Ability to work independently under general supervision while contributing to a collaborative team
  • Valid driver’s license and reliable independent transportation for periodic in-state travel, or compliance with UW-Madison vehicle-use authorization requirements
  • Authorization to work in the United States without employer sponsorship
  • Ability to pass an initial caregiver check and recurring checks every two years
  • Preferred: 1–3 years of clerical or administrative support experience in an office environment
  • Preferred: Experience scheduling calendars, coordinating office events and meetings, and managing daily office activities
  • Preferred: Experience processing payments, ordering supplies, paying vendor invoices, and arranging travel in a complex financial environment

Benefits

  • Generous paid time off
  • Health, dental, vision, and life insurance
  • Tax-advantaged savings accounts
  • Participation in the Wisconsin Retirement System pension fund
  • Up to two remote-work days per week
  • University-provided computer for approved remote work
  • Disability or pregnancy-related accommodations during the hiring process

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