Administrative Specialist

University of Wisconsin-Madison; Madison (WI); On-site; USD 50,000 - 61,000; Full time

Benefits offered by this job

Generous vacation and holidays

Paid time off

Retirement benefits

Job summary

University of Wisconsin-Madison is seeking an Administrative Assistant in the Department of Pathobiological Sciences within the School of Veterinary Medicine. The role provides support for administrative functions, reporting to the Department Administrator, and daily interaction with staff, faculty, and stakeholders while managing multiple projects.

The position involves managing the Chair’s office operations, scheduling, travel, purchasing, and coordinating faculty searches, with opportunities

Qualifications

• Experience in an administrative support role requiring excellent organizational and time management skills to address competing priorities and a high variety of daily responsibilities.
• Experience organizing and managing operational details and logistics including scheduling, calendar management and coordinating meetings.
• Experience using Microsoft Office Suite and ancillary systems to support business operations (i.e. Workday or other systems to support human resources, finance, and program management functions)

Responsibilities

• Management of day-to-day operations of the Department Chair’s office, including processing expense reimbursements, scheduling meetings, and assisting with faculty recruiting and promotion packages
• Serves as the first point of contact for the department, providing information and directing inquiries to appropriate resources
• Coordinates schedules, logistics, and resources for the work unit to ensure smooth day-to-day operations
• Coordinates faculty searches and participates in committees and meetings on behalf of the department

Skills

Organizational skills

Time management

Scheduling

Communication

Multitasking

Education

Bachelor’s degree in business administration or related field

Three years of administrative support or program management experience

Tools

Microsoft Office Suite

Workday

Job description

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Administrative Specialist

Job Summary:

The Department of Pathobiological Sciences at the University of Wisconsin – School of Veterinary Medicine is seeking a dynamic professional to serve as an Administrative Assistant. The Administrative Assistant provides support for the administrative functions of Pathobiological Sciences. Reporting to the Department Administrator, the successful candidate will engage daily with School of Veterinary Medicine staff, departmental faculty, and other stakeholders while managing multiple projects. This role is ideal for someone with strong organizational, technical, and multitasking skills and who operates with a high degree of independence.

The key responsibilities of this position include:

• Management of day-to-day operations of the Department Chair’s office, providing direct administrative support to the Department Chair, faculty, and staff by processing expense reimbursements, scheduling meetings, and assisting with faculty recruiting and promotion packages
• Serves as the first point of contact for individuals and groups, providing general department information by phone, in person, and through other communication channels while directing complex inquiries to the appropriate resources.
• Manages logistics and secures resources for meetings, seminars, conferences, travel, purchasing and daily work unit operations
• Coordination of faculty searches
• Participates on committees and attends meetings, representing the interests and goals of the department
• Coordination of monthly faculty meeting agendas
• Serves as the department's Property Control Administrator, overseeing property-related responsibilities
• Partners with the Department Administrator to support daily operations, recurring monthly and annual deadlines and overall departmental administration and provides assistance to department chair and associate chairs
• Coordinates schedules, logistics, and resources for the work unit, helping ensure smooth and efficient day-to-day operations
• Procurement Card, SHOPUW+ and e-reimbursement

Key Job Responsibilities:

• Serves on committees and attends meetings, representing the interests of the unit or program (15%)
• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success (50%)
• Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems (15%)
• Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies (20%)

Department:

School of Veterinary Medicine

Department of Pathobiological Sciences

Compensation:

The minimum starting salary for this position is $55,000. However, final salary will be based on experience and qualifications.

Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurance and savings accounts; and retirement benefits. Additional benefits information can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/fasl.pdf

Required Qualifications:

• Experience in an administrative support role requiring excellent organizational and time management skills to address competing priorities and a high variety of daily responsibilities
• Experience organizing and managing operational details and logistics including scheduling, calendar management and coordinating meetings
• Experience using Microsoft Office Suite and ancillary systems to support business operations (i.e. Workday or other systems to support human resources, finance, and program management functions)

Preferred Qualifications:

• Experience coordinating conference and business-related travel including booking hotels, registration for conferences, assisting with expense reporting, and coordinating ground and air transportation
• Experience with financial processes and systems including purchasing card transactions and other procurement activities

Education:

Bachelor’s degree in business administration or a related field preferred; OR a minimum of three (3) years of experience in administrative support or program management

How to Apply:

To apply for this position, please click on the “I am a current employee” button or “I am not a current employee” button under Apply Now. You will be prompted to upload the following documents:

• Cover Letter
• Resume

IMPORTANT: Please note, there is only one attachment field. You must upload all your documents into the one attachment field.

It is important that your cover letter and resume reflect your experience for this position related to the Qualifications section. Your application materials will be used during our evaluation to determine your qualifications as they relate to the job. The most qualified applicants will be invited to participate in the next step of the selection process.

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of appointment.

Contact Information:

Elena Ungur, Department Administrator, [e-mail]

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.

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 Divisional 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 your references to answer questions regarding misconduct, including 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.