Agriculture and Community Development Administrative Assistant

University of Wisconsin Madison•Madison, WI

17h•Hybrid

About The Position

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

Requirements

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
High school diploma or equivalent

Nice To Haves

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

Responsibilities

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
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