Agriculture and Community Development Administrative Assistant

About the role

The Extension Agriculture and Community Development Administrative Assistant provides administrative, clerical, and operational support to the institute’s administrative managers to ensure successful delivery of programs, events, and training activities. This is a terminal (fixed‑term) position with an initial two‑year period, renewable contingent upon available funding. The role is primarily in‑person at the Extension building on the UW‑Madison campus during the academic year, with possible partial remote work in the summer.

Responsibilities

• Coordinate event registrations and provide participant support.
• Manage inventory, including handling, shipping, and receiving of training resources.
• Purchase office supplies and materials; package and ship training resources.
• Assist with meeting and event logistics and support travel coordination.
• Maintain operational records and established electronic/physical filing systems.
• Send, receive, copy, and distribute communications according to policies.
• Schedule logistics and secure resources for meetings, conferences, travel, and unit operations.
• Serve as first point of contact for individuals and groups, providing basic information and routing complex inquiries.
• Collect, analyze, and prepare communication materials using technology platforms.

Requirements

• At least one year of administrative, office support, or program support experience in a professional 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, 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 managing competing priorities and deadlines.
• Demonstrated ability to establish and maintain effective working relationships with staff, community partners, volunteers, and external stakeholders.

Education

High school diploma or equivalent.

Physical requirements

• Ability to safely lift and carry items weighing up to 25 pounds.
• Frequent standing, walking, bending, and lifting throughout the workday.

Location

Extension building, UW‑Madison campus, Wisconsin. Primarily in‑person during the academic year with possible partial remote work in the summer.

Pay

Minimum hourly rate of $20.00 /hr, negotiable based on experience and qualifications.

Benefits

• Generous vacation, holidays, and sick leave.
• Competitive insurance options and savings accounts.
• Retirement benefits.