Outreach & Programs Assistant

Department Overview:

The mission of the Wisconsin Institute for Discovery is to discover and inspire through interdisciplinary research conducted in a dynamic, collaborative community. WID advances frontiers of knowledge, accelerates development of solutions, and engages the State of Wisconsin through interdisciplinary research. The diverse talent and unconventional partnerships that we cultivate at WID bring new ways of thinking to research problems and public engagement.

Housed within the Wisconsin Institute for Discovery, the Illuminating Discovery Hub develops and produces a variety of programs and events that cultivate public trust, appreciation, and understanding of science. We harness the relationship between art and science to communicate both fundamental and complex scientific concepts, creating experiences that spark curiosity and meaningful engagement.

Anticipated Start Date:

9/1/26

Anticipated End Date (If Applicable):

4/5/27

Remote Work Eligibility Detail:

Partially Remote

 

Anticipated Hours Per Week:

Minimum: 10 Maximum: 20

Schedule:

Flexible, normal business hours with occasional evening or weekend shifts during events.

Salary/Wage Range/Lump Sum:

Minimum: $15.00

Number of Positions:

1

Qualifications:

• Currently enrolled UW-Madison student, undergraduate or graduate
• Comfortable with basic office software (Google Workspace and/or Microsoft Office)
• Experience with budgeting, purchasing, or financial tracking a plus, but not required

Knowledge, Skills & Abilities:

Required:
• 1+ years of experience with administrative or office support tasks, such as scheduling, filing, or records maintenance
• Experience with basic purchasing, budget tracking, or receipt reconciliation
• Experience using project or task tracking tools, such as Excel, Monday.com, or similar platforms

Preferred:
• Strong written and verbal communication skills
• Demonstrated organizational skills, high level of attention to detail and accuracy
• Ability to complete tasks in a timely manner and meet deadlines
• Ability to work in a team-oriented environment as well as independently
• Experience supporting events or public programs, including setup or check-in coordination
• Familiarity with academic, arts, or science program environments

Position Summary/Job Duties:

This position would be working with the WID Illuminating Discovery Hub programming team. This group of outreach and community engagement professionals is responsible for the design, promotion, and execution of several community centered programs such as the Wisconsin Science Festival, Crossroads of Ideas, Kohler Fellows, and Science to Street Art.

This position has two primary components:

Purchasing & Procurement Support: Assist with managing purchasing and procurement for the Kohler Fellows program, including processing purchase requests from Fellows pairs, tracking orders against project budgets, and reconciling receipts and supporting documentation.

Coordination & Administrative Support for Hub Programming: Assist with coordination and planning functions for Hub programs such as the Marie Christine Kohler Fellows and Science to Street Art. Duties may include but are not limited to: helping prepare materials and logistics for Hub events, including Kohler Fellows showcases and related public programming; supporting room setup, signage, and supply organization before events; and assisting with RSVP tracking and check-in support as needed. Provide ongoing administrative support, including maintaining organized digital and physical files, assisting with scheduling meetings and coordinating calendars across program staff, updating program tracking documents (e.g., Monday.com boards, project trackers), and offering basic front-line support to Fellows, mentors, and visitors with questions about Hub programs.

Physical Demands:

May be asked to help with setups/tear downs and general in-event needs such as transporting equipment, mascot work, and tabling events. Reasonable accommodations will be offered upon request.
• Sitting - Remaining in a seated position
• Near Visual Acuity - Clarity of vision at approximately 20 inches or less (i.e. reading small print on a computer screen)
• Keyboarding - Entering text or data into a computer by means of a keyboard
• Lifting/carrying - Raising or lowering an object from one level to another

Institutional Statements:

Equal Employment Opportunity Statement:

UW-Madison is an Equal Employment, Equal Access Employer committed to increasing the diversity of our workforce.

Institutional Statement on Diversity: