OFFICE OPERATIONS ASSOCIATE
FAMILY LIVING PROGRAM (FLP) AND
WISCONSIN NUTRITION EDUCATION PROGRAM (WNEP)
Position Description/Position Vacancy Announcement
OFFICIAL TITLE: Office Operations Associate
TYPE OF APPOINTMENT:
This position is a 1.0 FTE University Staff appointment in the University of Wisconsin-Extension division
of Cooperative Extension. This position is Pay Schedule: 02 and Pay Range: 10
OFFICE LOCATION: University of Wisconsin-Extension, 333 Extension Building, 432 N. Lake Street,
Madison WI 53706.
ESSENTIAL JOB FUNCTIONS:
- Support work of FLP and WNEP specialists and Wisconsin Association for Home and Community
Education(WAHCE) board advisors
- Schedule, register participants, assemble materials, work with facilities for conferences, meeting
and workshops
- Act as contact person for FLP and WNEP specialists and Wisconsin Association for Home and
Community Education (WAHCE) board advisor
- Word process, proof and edit documents, assist in writing reports, process paperwork
- Knowledge of outlook, software programs to maintain schedules and project timelines
- Create and maintain electronic databases
- Set up teleconferences
- Work with Cooperative Extension Tech Services on computer-related set ups and updates
- Promote FLP and WNEP programs through brochures, exhibit designs, posters and other graphic
displays and social media
- Maintain and build web-based resources and information through SharePoint, Word Press, etc.
POSITION EXPECTATIONS:
Administration 60%
- Manage assigned workload for FLP program specialists and WNEP coordinator and specialists
- Coordinate time and resources needed to meet diverse program development needs
- Coordinate logistics for conferences, new colleague trainings and professional development
opportunities
- Coordinate registrations, provide timely notification to participants and prepare materials
- Make physical arrangements including room settings, audiovisual equipment needs and food for
meals and breaks
- Work in cooperation with the FLP fiscal office to organize financial arrangements for WNEP and
FLP conferences and meetings
- Compile billing information for invoices, audit and submit to fiscal office for payment
- Provide technical and word processing support for Wisconsin Association for Home and Community
Education (WAHCE) board advisor
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Office Operations Associate OOA Family Living/WNEP
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Maintain schedule, inventory and timeline of active projects
Coordinate travel arrangements for WNEP coordinator and WNEP specialists and FLP specialists and
staff, including lodging, car rentals and meeting schedule
Prepare and assist in preparation and disseminations of federal and state reports and projects as
needed by the WNEP coordinator or FLP specialists
Prepare meeting agendas, attend program area meetings and keep meeting minutes
Collect and maintain pertinent records, reports, project reports and colleagues support materials
Assist WNEP coordinator with calendar management, including scheduling meetings and
administering/responding to doodle polls and other meeting scheduling software
Work in accordance with UW-Extension and Cooperative Extension policies and procedures relating
to project areas
Support other administrative duties as assigned
Communication and Liaison 15%
- Maintain and update communication files, mailing lists and project files
- Compose, proofread and edit correspondence, reports, email and other paperwork on behalf of FLP
and WNEP specialists
- Serve as point person for outside partnership agencies, outreach specialists and academic staff,
answer questions or direct inquiries to appropriate specialists and faculty
- Maintain courteous and effective working relationships with FLP University and academic staff, other
Cooperative Extension support units, university and state offices, and the public
Technical Coordination 20%
- Use SharePoint, Word Press, etc., to manage resources and other information. Manage WNEP
website.
- Work with Information Systems staff to implement changes regarding computers/printers and
audiovisual equipment within FLP
- Coordinate and participate in video conferences and teleconference sessions and other online
meetings (i.e., Skype, Google Hangout), facilitate audio/visual equipment for video conferences
- Train new staff on use of office equipment
Publishing and Graphic Design 5%
- Promote FLP and WNEP programs through brochures, exhibit designs, posters and other graphic
displays and social media
- Design camera-ready layout of brochures, flyers and other materials
- Develop computer-generated graphs, charts and other graphics for any FLP presentations, meetings,
conferences and reports using advanced features of Word, Power Point, Publisher, In-Design or
other software
- Provide graphic design, layout and paste-up for printers, including research instruments for
statewide and national distribution
- Work closely with UW-Extension Publications and printing vendors and monitor the quality and cost
of printed product
REQUIRED QUALIFICATIONS, KNOWLEDGE, SKILLS AND ABILITIES:
- Extensive knowledge of Outlook, Microsoft Word, Excel, Power Point, Internet, Adobe, Acrobat
- Excellent written and verbal communication skills
- Strong interpersonal skills and ability to communicate effectively with county Extension educators
and with internal and external partners
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Office Operations Associate OOA Family Living/WNEP
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Event planning skills
Strong problem solving and organizational skills and attention to detail
Ability to handle multiple tasks and complete work in a timely fashion
Ability to work independently as well as demonstrated ability to work in a team environment
Ability to demonstrate respect for others in all work place relationships and interactions and
sensitivity toward diversity among colleagues and all internal and external partners
PREFERRED QUALIFICATIONS, KNOWLEDGE, SKILLS AND ABILITIES:
- Extensive conference planning skills and understanding of business procedures for working with
internal/external facilities such as hotels, conference centers, printers, etc.
- Program knowledge is critical to effectively respond to the general public and Extension faculty/staff
- Strong proficiency in Word and Excel; experience with PowerPoint and desktop publishing software,
such as Adobe Creative Suite
- Ability to develop and design high quality, visually appealing graphic materials
- Extensive internet experience and SharePoint, Word Press and social media platforms such as
Google+, Twitter and Facebook
POSITION CLARIFICATION:
This position is subject to UW System, UW-Extension and Cooperative Extension Human Resource
policies. This position description is not intended to be comprehensive in nature given the changes in
primary duties/essential job functions and position expectations that can occur over time in response to
emerging and organizational needs. Changes to this position description are subject to the approval of
the Cooperative Extension Human Resource Development Office and those to whom the position is
accountable.
WORKING CONDITIONS:
This office environment includes a dedicated workspace, computer, filing and copying resources. This
workstation includes phone and voice mail service as well as wired internet. This appointment is
scheduled to work Monday – Friday 7:45AM – 4:30PM. This position may have prolonged periods of
sitting.
ACCOUNTABILITY RELATIONSHIPS:
The primary accountability relationship for this position is with the Administrative Program Coordinator
of Family Living Programs.
POSITION BENEFITS AND SALARY:
State of Wisconsin benefits (https://www.wisconsin.edu/ohrwd/benefits/download/summaries/Univstaff.pdf), including retirement, vacation, sick leave, health insurance, and other insurances.
Salary range: $14.25 – $18.027 hourly
EQUAL OPPORTUNITY:
As an affirmative action employer, UW-Extension provides equal opportunity in programs and
employment; and is strongly committed to maintaining a climate supportive of respect for differences and
equality of opportunity. UW-Extension does not discriminate on the basis of age, race, creed, color,
disability, sex/gender, sexual orientation, national origin, ancestry, religion, marital status, or identity as
a veteran, disabled veteran, Vietnam veteran or any other military service, arrest record or non-program
related conviction record. We promote excellence through diversity and encourage all qualified
individuals to apply.
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Office Operations Associate OOA Family Living/WNEP
Materials will be made available in alternative format upon request. Please call 711 if you are hearing or
speech impaired and need assistance. Direct inquiries concerning equal opportunity to: UW-Extension
Office of Equity, Diversity and Inclusion, Room 501, 432 N. Lake Street, Madison, WI 53706; 608.262.0277
office; 608.890.0259 fax.
CRIMINAL BACKGROUND CHECK:
A criminal background check will be conducted prior to employment. In compliance with the Wisconsin
Fair Employment Act, convictions and pending charges will be considered only as they relate to this
position.
APPLICATION DEADLINE AND HOW TO APPLY:
DUE DATE: To receive full consideration, materials must be received by October 2, 2015 and include all of
the following: (PDF FORMAT IS PREFERRED):
a. COVER LETTER: please summarize how your qualifications meet those of the Required and
Preferred qualifications for this position. Please follow the guidelines below to ensure your
cover letter is as complete a summary of your qualifications as possible:
b. PROFESSIONAL RESUME, including related education, professional work history and
volunteer experience.
c. CONTACT INFORMATION FOR THREE (3) PROFESSIONAL WORK REFERENCES, including at
least one person who has been your immediate supervisor. Please indicate the nature of
your professional relationship and include the persons title, e-mail address and telephone
number.
d. A DESKTOP PUBLISHING OR OTHER GRAPHICS EXAMPLE (PDF preferred.)
HOW TO APPLY: Please submit application materials via Candidate Gateway, the URLs listed below.
Once you are in the Candidate Gateway, please make sure to click on the Advanced Search link and
enter 10884 into the Job Opening ID field.
EXTERNAL APPLICANT: If you are NOT currently employed by the University of Wisconsin System,
please copy and paste the following URL into your browser to apply:
https://www.careers.wisconsin.edu/psc/careers/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_CE.GBL?SiteI
d=31
INTERNAL APPLICANT: If you are current employee of the University of Wisconsin System, please
copy and paste the following URL into your browser to apply:
https://www.hrs.wisconsin.edu/psc/hrsfd/EMPLOYEE/HRMS/c/HRS_HRAM_EMP.HRS_CE.GBL?Page=HRS_CE_HM_POST&Action=U&HRS_P
ERSON_ID=100374
Posting date: 9/21/2015
Closing date: 10/5/2015
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Office Operations Associate OOA Family Living/WNEP