Positive Youth Development Institute Administrative Assistant

University of Wisconsin Madison • Madison, WI

5d • Hybrid

About The Position

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.

Requirements

• 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
• 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.

Nice To Haves

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

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

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED