Agriculture and Community Development Administrative Assistant

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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 be only one attachment field . You must upload all your documents in the attachment fiel d . 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 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. 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

sara.dawson@wisc.edu

608-890-2629

Gina Barbosa

gina.barbosa@wisc.edu

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