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Job Category:
University Staff
Employment Type:
Terminal (Fixed Term)
Job Profile:
Administrative Assistant II
Job Summary:
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.
Duties will include:
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
The Administrative Assistant will perform a variety of administrative duties that contribute to the efficient functioning of both the Agriculture and Community Development institutes and the achievement of program goals.
Statewide Location
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.
Terminal Position
The initial period of employment will be two years, with the possibility to become renewable contingent upon available funding.
Physical Requirements
Must be able to safely lift and carry items weighing up to 25 pounds.
Requires frequent standing, walking, bending, and lifting throughout the work day.
Key Job Responsibilities:
- 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
Department:
Division of Extension, Agriculture Institute, is hiring for an Agriculture and Community Development 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 UW-Madison Division of Extension Agriculture Institute addresses emerging issues related to Wisconsin’s agriculture and horticulture systems with research-based outreach to advance economically sustainable, socially responsible, and environmentally sound practices.
Compensation:
The minimum annual (12 months) starting hourly rate for the position is $20.00/hr but is negotiable based on experience and qualifications.
Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. Please review the summary of benefits for more information.
Required Qualifications:
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
Preferred Qualifications:
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
Education:
Required Education
High school diploma or equivalent
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 beonly one attachment field. You must uploadall 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 clickhttps://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. Additionally UW–Madison cannot employ F-1 STEM OPT Extension participants, because UW–Madison does not meet the E-Verify employer requirement.
Application Deadline is September 27, 2026 at 11:59pm (CDT).
Contact Information:
Sara Dawson
[email protected]
608-890-2629
Gina Barbosa
[email protected]
Relay Access (WTRS): 7-1-1. SeeRELAY_SERVICEfor further information.
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.
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