Experienced Administrative & Data Entry Assistant – Supporting Groundbreaking Aging Research at arenaflex

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Join arenaflex: Where Your Administrative Talents Advance Scientific Discovery

Are you a motivated UW–Madison undergraduate student looking to gain valuable professional experience while contributing to meaningful research that changes lives? The arenaflex Institute on Aging is seeking dedicated Administrative & Data Entry Assistants to join our dynamic research team. This is a unique opportunity to be part of something bigger—work that emphasizes the potential and strengths of individuals as they age, improves understanding of pathways to disease, and advances knowledge of resilience in the face of challenge and adversity.

At arenaflex, we believe that great science requires great support. As an Administrative & Data Entry Assistant, you'll play a vital role in keeping our institute running smoothly, enabling our world-class researchers to focus on what they do best: uncovering the mysteries of aging and human development. If you're organized, detail-oriented, and looking for a position that offers real-world experience in a prestigious academic research environment, we want to hear from you!

About arenaflex and the Institute on Aging

The arenaflex Institute on Aging stands at the forefront of groundbreaking research on health and well-being across the adult lifespan. Our work represents a comprehensive approach to understanding aging, examining everything from broad societal influences—such as class, culture, race, and ethnicity—to the intricate workings of biology, genetics, and neuroscience. We study the proximal influences of daily life, including work and family dynamics, personal thoughts and feelings, and health practices and behaviors.

What sets arenaflex apart is our unwavering commitment to emphasizing the potential and strengths of individuals as they age. We don't just study aging—we celebrate it. Our researchers work tirelessly to improve understanding of the pathways to disease and impairments that can accompany growing older, while simultaneously advancing knowledge of resilience and the remarkable ability of humans to thrive despite challenges and adversity.

By joining arenaflex as an Administrative Assistant, you become part of a community that values excellence in teaching, research, outreach, and diversity as inextricably linked goals. We believe that diversity is a source of strength, creativity, and innovation, and we commit ourselves to creating a welcoming and inclusive environment for people from every background.

Position Overview

We are currently seeking two motivated undergraduate students to fill Administrative & Data Entry Assistant positions supporting the MIDUS (Midlife in the United States) project and broader institute operations. This is a part-time position with anticipated start date of October 21, 2024, offering flexible scheduling between 9:00 AM and 5:00 PM, Monday through Friday.

The position requires a commitment of approximately 10 hours per week, making it ideal for students who want to balance work with their academic responsibilities. While this position is not remote and requires on-campus presence, the flexible scheduling allows you to arrange your work hours around your class schedule.

Compensation and Benefits

We offer a competitive hourly wage of $12.00-$13.00, commensurate with experience and qualifications. Working at arenaflex provides more than just a paycheck—it's an investment in your future career. You'll gain:

• Valuable experience in a premier research institution environment


• Exposure to cutting-edge aging research and methodologies


• Professional networking opportunities with faculty and staff


• Development of transferable administrative and data management skills


• Insight into academic research operations and project management

Key Responsibilities

As an Administrative & Data Entry Assistant at arenaflex, you will have the opportunity to engage in a variety of meaningful tasks that keep our institute operating at peak efficiency. Your responsibilities will include, but are not limited to:

• Reception Coverage: Serve as a welcoming first point of contact for visitors, researchers, and staff. Manage incoming calls, direct inquiries appropriately, and maintain a professional and friendly atmosphere in the reception area.


• Document Management: Scan, organize, and catalog administrative files both in digital and paper formats. Ensure all documents are properly filed and easily accessible for institute staff and researchers.


• Information Organization: Create and maintain organized systems for digital information and paper files. Develop efficient organizational structures that enhance workflow and accessibility across the institute.


• Inventory Management: Create and update inventories for office supplies, research materials, and equipment. Ensure adequate stock levels and coordinate with procurement as needed.


• Event Support: Provide assistance at departmental events, conferences, and seminars. Help with setup, registration, guest services, and logistical coordination to ensure successful event execution.


• Data Entry Projects: Perform accurate and efficient data entry tasks, including special data entry projects as assigned. Maintain strict attention to detail to ensure data integrity and quality.


• Mail Processing: Assist with processing mailing returns by tracing contact information and accurately entering new information into our database systems.


• General Support: Perform other administrative support tasks as needed, contributing to the overall efficient operation of the institute.

Essential Qualifications

To be considered for this position, you must meet the following requirements:

• Currently enrolled as an undergraduate student at arenaflex (UW–Madison)


• Proficient experience using Microsoft Office products, including Word, Excel, and Outlook


• Availability to begin work in the summer of 2024, with continued availability through the academic year


• Ability to work on-campus at the arenaflex Institute on Aging location

Preferred Qualifications

While not required, the following qualifications will strengthen your application:

• Previous administrative or clerical experience


• Experience with database management systems


• Strong written and verbal communication skills


• Familiarity with academic or research environments


• Interest in public health, gerontology, or social sciences

Required Knowledge, Skills, and Abilities

Success in this role requires a specific set of skills and personal attributes:

• Attention to Detail: The ability to maintain accuracy and precision in all tasks, particularly data entry and document organization. You understand that small errors can have significant consequences in research environments.


• Problem-Solving Aptitude: The capacity to identify issues, think critically about solutions, and take appropriate action. You're resourceful and can handle unexpected challenges with composure.

Confidentiality: A commitment to maintaining strict confidentiality regarding sensitive research data, personnel information, and institutional matters. You understand the importance of privacy in academic research.

• Reliability: Consistent attendance, punctuality, and dependability. Your team counts on you, and you take that responsibility seriously.


• Task Orientation: The ability to prioritize multiple tasks, meet deadlines, and see projects through to completion with minimal supervision.


• Independence: Once familiar with job responsibilities, you can work autonomously and make sound decisions without constant direction.


• Strong Work Ethic: A positive attitude, initiative, and willingness to go above and beyond to support your team and the institute's mission.


• Interpersonal Skills: The ability to communicate effectively and professionally with colleagues, visitors, and external stakeholders.

Physical Demands

This position involves some physical activity that applicants should be prepared for:

• Lifting, carrying, and moving boxes and office materials


• Ability to efficiently complete campus errands between various campus locations


• Standing and walking for extended periods during event support duties


• Basic physical capabilities to navigate the institute and campus environment

Work Environment and Culture

At arenaflex, we pride ourselves on fostering a supportive, collaborative, and inclusive work environment. As a student employee, you'll be treated as a valued member of our team, not just an auxiliary helper. You'll have the opportunity to:

• Work alongside renowned researchers and faculty members


• Attend institute seminars and research presentations (when available)


• Learn about the inner workings of a major research institution


• Build professional relationships that can support your future career


• Contribute meaningfully to research that impacts millions of lives

Our campus community is committed to the pursuit of excellence in all we do. 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. As a student employee at arenaflex, you'll be welcomed into this community and given every opportunity to grow both professionally and personally.

Career Growth Opportunities

This position serves as an excellent stepping stone for your future career. Whether you're considering a career in research administration, healthcare, public health, social work, or any field that values organization, attention to detail, and discretion, this role provides foundational experience that will serve you well.

Many students who have held positions at arenaflex have gone on to pursue advanced degrees, research careers, and leadership positions in various sectors. You'll develop marketable skills in data management, project coordination, event planning, and professional communication—all while contributing to research that makes a real difference in people's lives.

Equal Opportunity Employment

arenaflex is an Equal Employment, Equal Access Employer committed to increasing the diversity of our workforce. We strongly encourage applications from all qualified individuals, including members of underrepresented groups. We believe that diverse perspectives strengthen our research and our community.

How to Apply

If you're ready to join a team that's making a real difference in understanding aging, health, and human development, we encourage you to apply today! This is a wonderful opportunity to gain professional experience, develop new skills, and contribute to meaningful work that benefits individuals and communities across the nation.

Don't miss this chance to be part of the arenaflex Institute on Aging team. We looking forward to welcoming dedicated, detail-oriented students who are excited about supporting groundbreaking research and contributing to our mission of advancing knowledge about aging and resilience.

Anticipated Start Date: October 21, 2024

Position Type: Part-time (approximately 10 hours per week)

Compensation: $12.00-$13.00 per hour