Federal Relations Assistant

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Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant II

Job Summary:

The Federal Relations Assistant provides administrative and operational support for the Washington, DC-based Office of Federal Relations.  This position reports to the Senior Director of Federal Relations.

In this position, the candidate will:

Provide administrative support to the Office of Federal Relations and coordinate closely with the Office of the Vice Chancellor for University Relations on administrative matters

Serve as a point of contact for internal and external inquiries related to federal relations activities

Support the Senior Director of Federal Relations and Director of Federal Relations in scheduling meetings, maintaining calendars, and coordinating appointments with congressional offices, federal agencies and others

• Arrange travel, manage expenditures and reimbursements, and make purchases for the Senior Director and Director
• Maintain files, databases and documentation related to federal relations activities and communications
• Support the preparation of briefing documents, policy summaries, legislative updates and similar materials

Ensure the timely filing of federal lobbying disclosure reports, including the collection and organization of relevant information from Office of Federal Relations staff as well as outside lobbyists

Assist in coordinating meetings, campus visits, and events involving federal officials and staff

Track federal legislation and issues, as directed by the Senior Director and Director

Key Job Responsibilities:

Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision (10%)

Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations (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 (30%)

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 (10%)

Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums (30%)

Department:

Office of Federal Relations

The Office of Federal Relations advocates on federal policies and issues that affect the university, facilitates congressional and administration meetings for university administrators, faculty and staff, coordinates issue briefings for members of congress and their staff, and serves as a liaison between the University and the federal government.

Work Schedule/Location:

This is a full-time (40 hours per week) position.

This position is based in the Office of Federal Relations' Washington, DC office.  This position can accommodate a hybrid schedule, with a preference for at least 3 days on-site, and with additional on-site work required in certain periods based on the needs of the office. Expectations regarding on-site vs. remote work are negotiable.

Required Qualifications:

• Strong organizational, communication, and interpersonal skills
• Experience and competency with standard office software (e.g., Microsoft Office Suite, email/calendar platforms)
• Experience coordinating complex scheduling (e.g., meetings, travel, or calendar management)

Preferred Qualifications:

• Prior employment or internship experience with a congressional office or federal agency, or with an entity that advocates regularly with the federal government
• Experience with the federal lobbying disclosure reporting process
• Familiarity with federal issues impacting higher education
• Familiarity with UW–Madison
• Education: Associate's degree required. Bachelor's degree preferred.
• How to Apply: To apply for this position, select either “I am a current employee” or “I am not a current employee” under Apply Now. You will then be prompted to upload a cover letter and resume. Your application materials should highlight how your experience, knowledge, and skills relate to the qualifications listed in the job posting.
• Important: The application has only one attachment field. Upload both your cover letter and resume in that field, either as a single combined file or as multiple files in the same upload area.
• Contact Information: Kory Breuer, HR Manager, kory.breuer@wisc.edu
• 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 .
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• Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.
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