Administrative Associate - UW Extension

Overview 

FLSA: Non-Exempt  This is a specialized support position in La Crosse County's Extension Office working with outreach, youth programming and marketing. Employee performs a variety of skilled technical and secretarial functions, including assisting with educator programming, graphic layout for marketing materials and developing social media content. Also works with youth, volunteer leaders, and financial consultants. Employee in this class uses independent judgment in carrying out duties pursuant to established County and Department guidelines.

Essential Leadership Functions 

Act with Integrity and Build Trust 

• Demonstrate mutual respect, humility, and honesty in all interactions 
• Speak up appropriately, even when expressing unpopular viewpoints 
• Actively listen and remain open-minded to diverse perspectives 

Drive for Results 

• Set clear goals and objectives to motivate self and others to achieve outcomes 
• Seek new opportunities to improve processes and drive sustainable results 
• Hold self and others accountable through consistent evaluation and monitoring 

Develop Talent and Effective Teams 

• Foster a collaborative environment that encourages knowledge sharing and growth 
• Provide mentorship and support to help self and others reach full potential 
• Recognize and leverage diverse strengths within self and team 

Lead with Vision and Strategy 

• Understand and communicate a compelling vision that aligns with organizational goals 
• Develop and execute comprehensive strategies to achieve long-term objectives 
• Connect daily work to the bigger picture, inspiring self and others to contribute meaningfully 

Lead with Paradoxical, Critical, and Agile Thinking 

• Navigate complex situations by considering multiple perspectives 
• Adapt quickly to changes and uncertainties in the work environment 
• Make critical decisions using analytical skills, experience, and input from others 

Build and Maintain Effective Relationships 

• Communicate and collaborate effectively with stakeholders across the organization 
• Influence others through coaching, consulting, and team-minded thinking 
• Develop and sustain partnerships that create positive outcomes for all stakeholders 

Cultivate Community Engagement and Provide Excellent Service 

• Understand and address the needs and concerns of the community 
• Incorporate community perspectives into decision-making processes 
• Drive initiatives that create positive impacts beyond the organization 

Demonstrate Emotional Intelligence 

• Show self-awareness and manage emotions effectively in challenging situations 
• Seek and respond constructively to feedback, even in the face of setbacks 
• Balance empathy with accountability when leading self and working with others 

Essential Job Functions

Demonstrates self-leadership, seeks out opportunities for personal growth and development, accepts feedback and demonstrates ability to learn and apply.

Shares ideas and demonstrates respect, humility, honesty, and open-minded thinking.

Demonstrates flexibility, acceptance of change and emotional intelligence. Takes initiative and demonstrates the ability to think critically and strategically.

Participates as a contributing member of the team and brings authentic self to discussions regarding all aspects of the work.

Demonstrates ability to build and maintain effective relationships.

Contributes positively to an inclusive workplace.

Assists with the development, planning, organization and implementation of creative programming to 4-H youth and families.

Creates digital and print publicity materials to promote and advertise programming using desktop publishing and graphic design skills.

Shares ideas and demonstrates respect, humility, honesty, and open-minded thinking.

Demonstrates flexibility, acceptance of change and emotional intelligence.

Assists with the set-up, coordination, and take down of programs including moving chairs, tables and podiums as well as setting up AV equipment.

Creates press releases and maintains contact with media sources.

Creates, manages, and monitors social media and website content regarding 4- H and Extension programming.

Demonstrates self-leadership, seeks out opportunities for personal growth and development, accepts feedback and demonstrates ability to learn and apply.

Duties include answering phones, waiting on customers, and performing a variety of clerical functions such as, but not limited to, ordering educational publications, setting up filing systems, documentation and handling bulk mailings, formatting and updating databases.

Assists in greeting program guests, making program introductions and evaluating programs.

Develops mailings and newsletters and maintains department website.

Tracks monetary transactions for Wildlife Damage and Claims and 4-H programs, performs monthly and annual reimbursement process between county, DNR, UW-Madison, and 4-H.

Coordinates and manages budget with educators and county staff including mileage and expense reimbursements, purchasing, program funding, and postage from UW-Madison. Manages with revenue deposits, accounts payable, and budgetary tasks in the County’s financial system.

Serves as liaison between Area 13 Director and county personnel regarding new hires, terminations, IT management, and inventory.

Performs advanced word processing with above-average proficiency. Keeps program statistics, records, and files.

Takes initiative and demonstrates the ability to think critically and strategically.

Participates as a contributing member of the team and brings authentic self to discussions regarding all aspects of the work.

Demonstrates ability to build and maintain effective relationships. Contributes positively to an inclusive workplace.

At times acts as office secretary and receptionist, types and drafts office correspondence, memos and reports, including confidential material. Attends meetings and types and maintains committee minutes as necessary. May be a representative for the office as necessary.

Performs desktop publishing for layout, design, and graphic work on programs, agendas, brochures, newsletters and reports.

Compiles, prepares and analyzes program information with Educators for evaluation, reports and educational purposes.

Manages registrations for Extension education programs, including receiving and recording payments and creating a complex Excel spreadsheet with macros and hyperlinks as new programs are offered, and uses database management software daily.

Understands and operates under University of Wisconsin policies/procedures relative to budget, faculty policies, University structure and operational procedures, as well as with established County and departmental policies, and County partnership agreements.

Coordinates and manages virtual meetings and programming.

Maintains customer-service focus, dedicating self to meeting the expectations and requirements of internal and external customers, establishing and maintaining effective relationships.

Employee is expected to report to work when scheduled, with minimum use of sick leave.

In this public service position, employee is required to be courteous, cooperative and respectful at all times, with the public and clients. Also establishes and maintains a courteous, cooperative and respectful working relationship with other employees, supervisors and public officials.

Physical demands: Sits at desk, uses hearing, near vision and fingering for typing, computer keyboarding, word processing, calculators or other office machines. Uses oral communication with clients, callers, and department staff. Sits, stands, bends, reaches, and moves about the office intermittently throughout the day. Lifts files and other office materials. Sets up and clean-up chairs and tables and other program materials. Will travel to other locations to work.

Related Job Functions

When required by the educator, may assist with conducting instructional programming.

Reflects time management skills by effectively and efficiently setting priorities and meeting deadlines such as the timely publishing of newsletters, minutes, education program and promotional materials.

Adheres to the statement of values and guidelines set by UW-Extension.  Sets goals for personal growth and development.

May utilize County financial system to receive money, prepare receipts, record information and prepare reports to be used in operation reviews and audits.

This job description is not intended to encompass every job duty or responsibility but is only illustrative. This position is required to perform other duties as may be assigned or required.

Knowledge, Skills and Abilities

Strong oral and written communication skills.

Ability to build and maintain strong relationships with partners in delivery of library programming.

Ability to be creative and dynamic in developing marketing materials and in 

all matters of public relations.

Ability to plan, organize, direct and implement creative programming.  Ability to work with minimal supervision.

Ability to work within a budget.

Knowledge of and ability to perform layout and design of brochures, newsletters and other promotional materials using desktop publishing and graphic design skills.

Knowledge of and ability to keep current on social trends to effectively apply in marketing and public relations tasks.

Ability to meet, work with, and establish good working relationships with the public, County officials and other employees.

Ability to understand and carry out oral and written instructions.

Trainings, Experience ,and other Requirements

High school diploma or equivalent is required; preference given for related post-secondary education.

Demonstrated competency with design of marketing materials. Previous experience working directly with the public of all ages.

High level of computer skills in Canva and Publisher or related graphics software, MS Word, Excel and Adobe Acrobat.

Excellent organizational skills.

Previous experience in developing and/or promoting library programming. Strong preference for training and/or experience working in public libraries. Preference for a background in marketing or public relations

Must display characteristics of ambition, imagination and creativity, as well as an interest in lifelong learning, professional development and career- related learning.

Will be expected to attend programming events which will include evenings and Saturdays.

Demonstrated competency and experience using computers: performing routine and advanced word processing, desktop publishing, financial spreadsheets.

Equal Opportunity Employer Statement: 
La Crosse County is proud to be an Equal Opportunity Employer.  

If you need accommodations for a disability during the selection or interview process, please get in touch with Human Resources at jobs@lacrossecounty.org. 

Application Process: 
All applications must be submitted through our career website. Please ensure your application is complete and accurate,our hiring process highly values attention to detail. 

Job Details

Pay Type

Hourly

Travel Required

No

Hiring Min Rate

19.37 USD

Hiring Max Rate

23.83 USD