What are the responsibilities and job description for the Administrative Assistant & Program Coordinator position at UWM Research Foundation, Inc.?
Join our Team as a Part-Time Administrative Assistant & Program Coordinator
UWM Research Foundation | Hybrid | 20 hours/week
Are you an organized, creative multitasker with a passion for innovation, research, and making things happen behind the scenes? Come help support the incredible work happening at the UWM Research Foundation (UWMRF) — where research meets real-world impact.
We’re a non-profit dedicated to fueling research, innovation, and entrepreneurship at the University of Wisconsin-Milwaukee (UWM). From cutting-edge tech to launching startups, we work to bring big ideas to life — and we need someone like you to help keep things running smoothly.
What’s In It For You?
- 403(b) with 7.5% employer contribution
- Flexible & Hybrid work schedule that fits YOUR lifestyle (within standard office hours)
- Free parking in a heated garage
- Modern workspace with sit/stand desks and Herman Miller chairs
- Casual Fridays and a relaxed, friendly team culture
- Monthly fresh organic fruit in the office
- Annual holiday party summer picnic
- Optional Aflac insurance
Salary: Competitive and based on experience
The Role
We’re looking for a Part-Time Administrative Assistant & Program Coordinator to join our small-but-mighty team. You’ll be the go-to person for a mix of administrative tasks, event coordination, and marketing/communications support. You’ll report directly to the President, work a flexible 20 hours a week (hybrid schedule), and play a key role in keeping our operations and outreach organized and effective.
What You’ll Be Doing
Administrative Support:
- Schedule appointments, prepare agendas, and help with board meeting preparation
- Manage logistics for quarterly Board of Directors and Committee meetings
- Track board materials, attendance, meeting minutes, and correspondence
- Handle expense reports, check deposits, and credit card coordination
- Organize innovation gifts for UWM inventors — from outreach to delivery
Marketing & Communications:
- Design promotional materials for events and programs (think fliers, social media graphics, email invites)
- Help prepare our newsletter and annual report (gather content, wrangle deadlines, and assist with layout and printing)
- Support our internal and external communication efforts
Events & Program Coordination:
You’ll help bring UWMRF key programs and events to life as listed below. This is done through scheduling, coordinating catering, creating materials, scouting locations, managing RSVPs, prepping awards, and being the friendly, organized point of contact for presenters and attendees.
- Monthly: ENGAGE mentor swarms
- Quarterly/Periodically: Speed mentoring, panels, and other innovation events
- Annually:
- First Look Forum (spring)
- Partner’s Reception (spring/summer)
- Catalyst Grant Program (winter/spring)
- Bridge Grant Program (variable)
What We’re Looking For
Qualifications:
- At least 3 years of experience in an office, marketing, or event planning environment
- Strong writing and communication skills
- Solid computer skills (Microsoft Office suite: Word, Excel, Outlook, PowerPoint)
- Ability to juggle multiple tasks and meet deadlines
- A flexible, proactive, and team-oriented mindset
Preferred Skills:
- Familiarity with Canva, Constant Contact, OneDrive, or AI tools like ChatGPT
- Experience with social media (LinkedIn, YouTube, Instagram)
- Enjoys working in a collaborative, ever-evolving environment
We are excited for you to apply! A cover letter is encouraged.
The UWM Research Foundation is proud to be an Equal Employment Opportunity (EEO) employer.