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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:
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.
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
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
- 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
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)
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 national authorized to work in the United States without need of employer sponsorship) on or before the effective date of appointment. UW-Madison cannot employ F-1 STEM OPT Extension participants, because UW-Madison does not meet the E-Verify employer requirement.
This position has been identified as a position of trust with access to vulnerable populations. The selected candidate will be required to pass an initial caregiver check to be eligible for employment under the Wisconsin Caregiver Law and then every two years.
Application Deadline is October 18, 2026 at 11:59pm (CDT).
Contact Information:
- Sara Dawson
- sara.dawson@wisc.edu
- 608-890-2629
- Stuart Henn
- swhenn@wisc.edu
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.
The University of Wisconsin-Madison is an Equal Opportunity Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.
To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.
Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).
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. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.