Positive Youth Development Institute Administrative Assistant

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.

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.
• This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and 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.

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 note when applying, there will be only one attachment field
• . You must upload all your documents in the attachment field
• . Please submit a cover letter referring to your work experience and a resume detailing your educational and professional background as it relates to this position. Your cover letter should communicate your interest in the position and how your skillset aligns with the role. The application reviewers will be relying on written application materials to determine who may advance to preliminary interviews.
• Failure to upload all required materials may result in your application not being considered.
• For additional guidance and resources on how to tailor your application materials to the job posting, please click https://extension.wisc.edu/careers/
• .
• 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 nati