Office Operations Associate

JOB SUMMARY:

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 action, and facilitating positive impacts.
About the Health & Well-Being Institute and FoodWIse program:
The Health & Well-Being Institute (https://extension.wisc.edu/health/) works to catalyze positive change in Wisconsin residents through evidence-based and community-engaged health promotion programs to improve health, build community capacity to identify and address health inequities, engage in collective action, and achieve greater health equity.
FoodWIse (https://healthyliving.extension.wisc.edu/programs/foodwise/) advances healthy eating habits, active lifestyles and healthy community environments for families with limited incomes through nutrition education at the individual, community and systems levels. FoodWIse is federally funded by the Supplemental Nutrition Assistance Program-Education (SNAP-Ed) and Expanded Food and Nutrition Program (EFNEP) grants.
About the position:
The Office Operations Associate is an integral member of the Dane County FoodWIse and Extension team. The Office Operations Associate provides administrative and data entry support for the Dane County FoodWIse and Extension team. This position works collaboratively with the Dane County FoodWIse Administrator, Teaching Coordinator, Healthy Community Coordinator, and Nutrition Educators in support of delivering nutrition education programming to people from the diverse communities of Wisconsin.
Bilingual candidates must state their interest in applying for the bilingual title designation within their application. This will notify the hiring committee to evaluate your level of language proficiency as a part of the interview process.
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.

EDUCATION:

Required
H.S. Diploma
Or equivalent

QUALIFICATIONS:

Required:

• At least 2 years of clerical, secretarial, or office experience involving purchasing, recordkeeping, and customer service
• Data entry experience
• Proficient computer skills, including Microsoft Office, Google Workspace
• Experience managing multiple tasks, timelines, and schedules while maintaining high quality work
• Strong interpersonal skills and demonstrated ability to build and maintain professional work environments
• Ability to work independently within established policies, procedures, and guidelines, organize work and establish priorities to meet deadlines
• Ability to work cooperatively with other agencies, community-based services, or organizations
• Ability to work with limited daily supervision and make accurate, independent decisions regarding routine planning and scheduling of work priorities
• Ability to effectively work with people from different cultural backgrounds, including those associated with race, ethnicity, national origin, religion, socioeconomic status, age, gender, disability, sexual orientation, and other aspects of human diversity

Preferred:

• Spanish speaking, writing and comprehension skills. Language skills will be evaluated

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

• 25% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 25% 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
• 5% Assists with maintenance and use of digital technology