Administrative Specialist

University of Wisconsin; Madison (WI); Hybrid; USD 55,000 - 75,000; Full time

Job summary

The University of Wisconsin is seeking an Administrative Specialist to oversee daily operations and provide support to the faculty. Responsibilities include managing budgets, handling inquiries, and supporting meetings. Candidates should possess strong organizational skills, communication abilities, and a solutions-oriented mindset. A comprehensive benefits package is offered.

Benefits

Generous paid time off

Competitively priced insurance plans

Participation in retirement plans

Qualifications

• One year of professional experience in administration.
• Meticulous with a solutions-oriented mindset.
• Strong attention to detail.

Responsibilities

• Oversee daily office operations and manage budgets.
• Support planning and organizing of faculty meetings.
• Analyze data trends and compile progress reports.

Skills

Organizational skills

Communication skills

Problem-solving

Interpersonal skills

Education

Associate's Degree

Tools

Microsoft Office

Google suite

Job description

Job Summary:

This position administers and coordinates the daily operations of the Office of the Secretary of the Faculty, ensuring efficient operations and functioning as a part of a team to provide assistance to faculty and stakeholders of the university.

This position is responsible for general office operations, including overseeing the guest experience and receiving and responding to guests and inquiries, purchasing materials and supplies, implementing office equipment and system changes, monitoring office management and designing innovative work systems, managing award and supply budgets and expenditures, tracking and entering data, drafting and sending correspondence, maintaining the IT infrastructure, and managing both online and physical records and archives.

This position also assists in planning and organizing faculty meetings and events and in supporting critical processes. In addition, this position will provide direct support to the secretary of the faculty and deputy secretary of the faculty, helping to support special projects, compile data, and schedule meetings.

Individuals who excel in the role will have an exceptional ability to express themselves through verbal and written communication, exercise significant independent initiative and apply a high level of administrative, problem solving, and analytical abilities. A successful candidate will have the ability to manage multiple tasks and adapt to changing priorities. Ideally, this individual will be able to use their strong attention to detail, and familiarity with a wide array of office tools, to approach administrative tasks with a solutions-oriented mindset.

Reporting to the Deputy Secretary of the Faculty, this position is among a team of five within the Office of the Secretary of the Faculty. The office plays a key role in supporting faculty shared governance at the University of Wisconsin-Madison.

Responsibilities:

Responsible for a variety of professional level work across a variety of administrative service areas including budget, finance, procurement, and human resources with impact across the institution in support of unit or institutional goals.

• 30% Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
• 20% Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success
• 20% Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
• 5% Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
• 5% Serves on committees and attends meetings, representing the interests of the unit or program
• 20% Coordinates the daily operations of the office and supports office-level administrative duties and processes

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.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Education:

Preferred
Associate's Degree

Qualifications:

REQUIRED:
1. One year of professional experience in an administrative area, such as general administration, operations, finances/accounting or communications.
2. Excellent administrative and organizational skills, and the ability to manage and prioritize concurrent projects.
3. Ability to be meticulous and thorough in tasks and projects.
4. Ability to adapt to new situations and develop solutions for success.
5. Strong interpersonal skills, including the ability to establish and maintain effective working relationships.
6. Strong verbal and written communication skills.
7. Ability to work independently, as well as function effectively in a team and with a diverse group of people.
8. Proficient with position-related software (e.g., Microsoft Office, virtual meeting platforms, Google suite), and ability to quickly learn new platforms.

PREFERRED:
1. Experience with process improvement and/or project management.
2. Experience managing financial transactions and expenses.
3. Experience with websites and/or customized data applications.

Work Type:

Full Time: 100%

Our office currently provides the option to work remotely one day per week.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $55,000 ANNUAL (12 months)
Depending on Qualifications
This position offers a comprehensive benefits package, including generous paid time off, competitively priced insurance plans, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. Learn more at https://hr.wisc.edu/benefits/.

Additional Information:

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. University sponsorship is not available for this position.

How to Apply:

Click the 'Apply Now' button above to begin. After creating a UW Jobs profile, you will be asked to upload a cover letter and resume highlighting your experience and skills as they relate to the listed qualifications. You will also be asked to provide names and contact information for three professional references. References will not be contacted without notifying you first.

Contact:

Kory Breuer
[e-mail]
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Specialist(AD006)

Department(s):

A01-GENL EDUCATIONAL ADMIN/SECRETARY OF THE FACULTY/GEA/SECY OF THE FAC

Employment Class:

Academic Staff-Renewable

Job Number:

316121-AS

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, click here

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Division Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require you and your references to answer questions regarding sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.