| Job Summary: |
The 4-H Administrative Assistant (Administrative Assistant II) plays a vital role in supporting statewide activities, programs, and staff within the Wisconsin 4-H Program. This position is part of both an in-person and remote team supporting the vitality and growth of the 4-H program throughout the state.
This role requires flexibility, creative thinking, professionalism, independent judgment, attention to detail, and an ability to meet deadlines. You should thrive in a team environment, enjoy a wide variety of tasks and projects, have a dedication to process improvement, and possess a commitment to personal and professional development. We value our support staff and provide opportunities for professional development through training and participation in university networking and professional development events.
Key position responsibilities include:
- Coordinates logistics for in-person meetings and hosting of online meetings requested by Wisconsin 4-H state staff team members
- Supports registration logistics for state educational programs and events (registration lists, rooming assignments, nametags, etc.), creates and maintains registration rosters and payment information, and purchases materials, food, and lodging for meetings and programs
- Provides exceptional customer service to general inquires and routes inquiries to appropriate staff in a timely manner
- Works effectively with 4-H Youth Development staff and enrolled members and volunteers to build respectful and trusting relationships.
- Prepares and communicate program information via email, mail, phone, website, and social media
- Supports 4-H Regional Program Manager team through tracking and communicating with county 4-H staff to ensure Annual Financial Reports and 4-H Club/Group Charter applications are received.
- Reviews and formats documents for statewide distribution
- Supports state staff in creating and distributing 4-H specific news releases to outside media sources.
- Oversees electronic and physical document organization and systems
- Acquires, applies, and maintains knowledge of UW-Madison Business Services policies and procedures
- Ensures registration and payment deadlines and collections are met for various programs and provide follow-up to ensure collection of outstanding program revenue
- Provides general office support including tracking and ordering office supplies and completing inventory tasks related to general educational and administrative supplies
- Collaborates with student workers to manage borrowable statewide resources, mailing around the state and tracking requests and library collection
This position is a part of the Division of Extension Wisconsin 4-H Program, which is housed within the Positive Youth Development (PYD) Institute. The PYD Institute provides programs and works to catalyze positive change to engage Wisconsin youth in opportunities they need to learn, lead, grow, and thrive. The Wisconsin 4-H Program contributes to this work through the purposeful engagement of over 24,000 youth members and 6,000 adult volunteer leaders in 4-H clubs and groups throughout the state and tribal nations. The Wisconsin 4-H program is a youth-driven, volunteer-supported organization committed to expanding access to all and empowering youth to thrive.
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| 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
- 20% 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
- 20% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
- 5% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
- 20% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
- 10% Provides general office support
- 5% Coordinates Media Collection
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| 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
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| Qualifications: |
Required Qualifications
- A minimum of one year of administrative/office support experience.
- Strong attention to detail.
- Excellent communication skills.
- Quick learner and adept problem-solver.
Preferred Qualifications
- Experience maintaining calendars and scheduling meetings.
- Customer service experience.
- Experience managing multiple, concurrent projects, while still meeting deadlines and maintaining attention to detail.
- Experience planning meetings and/or events, e.g. scheduling rooms, reserving A/V equipment, ordering catering.
- Experience managing budgets and tracking financial transactions
- Experience as a staff or volunteer within a youth serving organization
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