Administrative Assistant II

Job Summary:

Job Summary:

Provides general administrative support, while exercising discretion, to the staff and administrator of the Pesticide Applicator Training Program and more generally to the Agriculture Institute Director office.

About Extension:

UW-Madison's Division of Extension serves the people and communities of Wisconsin by addressing local, statewide, and national issues, improving lives through research-based education, fostering partnerships, and facilitating positive impacts. Within this Division, the Agriculture Institute is one of six Institutes and plays a key role by providing educational content and outreach on agricultural and horticultural topics statewide. Additionally, the University of Wisconsin Pesticide Applicator Training (PAT), which falls under the Agriculture Institute, offers essential educational materials for pesticide applicator certification in Wisconsin

About this Position:

The Extension Agriculture Institute's Administrative Assistant will provide clerical and administrative support to the PAT program and the institute administrative manager. Primary duties include receiving, processing, and shipping PAT related training materials, coordinating meetings, events, purchasing office supplies, and assisting with travel logistics.

This position will work out of the Extension building on the UW Madison campus mostly in-person, possibility for partial remote work possible during PAT off-peak season.

The Division of Extension has a deep and profound commitment to diversity, inclusion, and equity, believing that these values are foundational elements to eliminate disparities and expanding access for all. As Extension, we acknowledge the need for strategic and coordinated actions that help us form a more equitable, anti-racist, non-biased, and inclusive organization. (https://blogs.extension.wisc.edu/oaic/call-to-action/). As such, all Extension employees are expected to foster and promote the values of diversity and inclusion.

Responsibilities:

Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision

• 20% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 30% 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
• 40% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• 10% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

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.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Education:

Required

H.S. Diploma

Qualifications:

Successful candidates will have the following (required):

• A minimum of one year of administrative/office support experience.

• Excellent interpersonal and human relationship skills, including exceptional customer service skills. Ability to use tact, courtesy, and discretion in dealing with a variety of individuals.

• Quick learner and adept problem-solver, ability to quickly learn office and campus processes and consistently and accurately perform general duties with minimal supervision.

• Excellent organizational skills, and the ability to manage and prioritize multiple, concurrent projects in a fast-paced environment.

• Strong proficiency with internet-based systems (e.g., Microsoft Office, Google suite, Adobe, SharePoint), and ability to quickly learn new platforms.

Preferred:

• Experience with travel arrangements and travel reimbursements

Work Schedule:

This position will be located in Madison, WI.

Work Type:

Full Time: 100%

It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $20.00 HOURLY

Depending on Qualifications

Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Benefits information can be found at (https://hr.wisc.edu/benefits/).

Additional Information:

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.

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 submit a cover letter referring to your related work experience and a resume detailing your educational and professional background. 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.

Contact:

Gina Barbosa

gina.barbosa@wisc.edu

608-262-9963

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Assistant II(AD002)

Department(s):

A47-EXTENSION/ANRCD/AGR/PAT

Employment Class:

University Staff-Ongoing

Job Number:

305001-CP

The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, 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 through diversity and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, click here

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/

Employment may require a criminal background check. It may also require you and your references to answer questions regarding 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.