Administrative Specialist

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.

• Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s) (20%)

• Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies (30%)

• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success (20%)

• 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 (5%)

• Coordinates the daily operations of the office and supports office-level administrative duties and processes (20%)

Office of the Secretary of the Faculty

Minimum $60,000 annual. Actual pay will depend on experience and qualifications. This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. Learn more here.

This is a full-time, ongoing position.
The office currently provides the option to work remotely one day per week during the academic year and two days per week in the summer.

Associate's degree preferred.

• Three years of professional experience in an administration-focused role, such as general administration, operations, or finances/accounting.

• Excellent administrative and organizational skills, and the ability to manage and prioritize concurrent projects.

• Demonstrated high level of attention to detail and accuracy in tasks and projects.

• Proven ability to adapt to new situations and develop solutions for success.

• Proven ability to provide timely, accurate customer service and administrative support to a variety of stakeholders with minimal oversight.

• Strong interpersonal skills, including the ability to establish and maintain effective working relationships.

• Strong verbal and written communication skills, including the ability to produce professional emails, reports, or summaries tailored to different audiences.

• Demonstrated ability to work independently, as well as function effectively in a team and with a diverse group of people.

• Proficiency with position-related software (e.g., Microsoft Office, virtual meeting platforms, Google suite), and ability to quickly learn new platforms.

• Experience with process improvement and/or project management.

• Experience managing financial transactions, budgets, and expenses.

• Experience with websites and/or customized data applications.

• Experience interpreting and implementing policies and guidelines.

To apply for this position, select either "I am a current employee" or "I am not a current employee" under Apply Now. You will then be prompted to upload your application materials.

Important: The application has only one attachment field. Upload the following documents in that field, either as a single combined file or as multiple files in the same upload area.

• Cover letter
• Resume
• References

Your cover letter and resume should highlight how your skills and experience align with the qualifications listed above. The hiring committee will will rely on these written materials to determine which applicants move forward in the process. You will also be asked to provide contact information for three professional references; references will not be contacted without notifying you first.

University sponsorship is not available for this position, including transfers of sponsorship and TN visas. The selected applicant will be responsible for ensuring their continuous eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility. If you are selected for this position you must provide proof of work authorization and eligibility to work.

Kory Breuer, HR Manager, kory.breuer@wisc.edu

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.