Health Promotion Administrative Assistant

Job Title: Health Promotion Administrative Assistant (50% FTE) 

Reports to: Deputy Director 

Position Summary: The Health Promotion Administrative Assistant provides accurate and timely data entry, tracking, and administrative support to the Wisconsin Institute for Healthy Aging (WIHA). This position helps maintain accurate participant and program records, tracks workshop survey data, assists with data queries and reporting, and provides general administrative support to WIHA staff and programs. 

The ideal candidate is detail-oriented, organized, dependable, and comfortable working with spreadsheets, databases, and routine administrative tasks. Accuracy and consistency are essential to this position. 

Position Responsibilities:  

Data Entry & Tracking 

• Enter and maintain participant, workshop, and program data in WIHA databases and other tracking systems. 
• Review data for completeness, accuracy, and consistency and identify missing or incorrect information. 
• Track and follow up on workshop survey data to help ensure timely and complete collection. 
• Maintain organized records and files related to participant and program data. 
• Assist with updating and maintaining data spreadsheets, reports, and tracking tools. 
• Conduct routine data queries and generate reports to support program monitoring, evaluation, and organizational needs. 
• Assist staff with compiling and organizing data for reports, grant requirements, and other program needs. 
• Follow established data entry procedures and maintain confidentiality of participant information. 

Administrative Support 

• Provide general administrative support to WIHA staff and programs as needed. 
• Assist with routine communications, document preparation, filing, and recordkeeping. 
• Support workshop and training activities through data entry, participant tracking, and other administrative tasks. 
• Assist with maintaining accurate contact lists and other organizational records. 
• Provide additional administrative support and special project assistance as assigned. 

Desired Skills and Characteristics: 

• Detail-oriented and highly organized. 
• Reliable and consistent in completing routine tasks. 
• Comfortable working with numbers and spreadsheets. 
• Strong follow-through and ability to identify and resolve missing information. 
• Patient and comfortable with repetitive data entry tasks. 
• Positive, collaborative, and service-oriented approach. 
• Interest in supporting WIHA's mission to improve the health and well-being of all people as we age. 

Qualifications: 

• (Preferred) High school diploma or equivalent required 
• (Preferred) Previous experience with data entry, databases, spreadsheets, or administrative work preferred. 
• Strong attention to detail and commitment to accuracy. 
• Ability to organize and manage multiple routine tasks and deadlines. 
• Comfortable working with Microsoft Excel, Microsoft Office, Google Workspace, or similar software. 
• Ability to learn new databases and software systems. 
• Strong written and verbal communication skills. 
• Ability to work independently while also collaborating effectively with a team. 
• Ability to handle confidential information appropriately. 

Location of Work 

• This is a hybrid position with a minimum of three days per week working in WIHA's office on the east side of Madison, Wisconsin. The remaining work may be completed remotely, in accordance with WIHA's hybrid work practices. 

Hours 

• This is a part-time position of up to 20 hours per week. Hours may vary based on organizational needs and program activities. The preferred work schedule is Monday through Friday, between 8:00 a.m. and 4:30 p.m. Flexibility to work outside of regular business hours may be available for the right candidate. 

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EEO/AA | We're an equal opportunity employer. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.