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Job Category:
Academic Staff
Employment Type:
Regular
Job Profile:
Administrative Specialist
Job Summary:
The Department of Bacteriology invites applications for Administrative Specialist. The person in this position will function under the general supervision of the Academic Department Manager, and will provide critical support in several department activities: engaging with campus, industry and alumni to promote the department and our activities via seminars, symposia, newsletters and other activities; providing organizational support by issuing and maintaining building access rights, supporting safety measures in labs, assisting with office set-up and moves; and facilitating faculty, staff and student awards by serving on committees, processing awards and managing expenditures. There will be opportunities to work on process improvement and to take on special assignments from the chair and supervisor.
The individual in this position is expected to exercise significant independent initiative, use a high degree of judgment, and apply a high level of administrative, problem solving, and analytical abilities. This position supports department-wide systems, projects, and process development. Excellent time-management skills, demonstrated organizational skills, exemplary oral and written communication skills, and human relations skills are essential to this position.
Key Job Responsibilities:
- Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
- Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
- Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
- Serves on committees and attends meetings, representing the interests of the unit or program
- Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success
Department:
College of Agricultural and Life Sciences (CALS), Department of Bacteriology-Administration
Compensation:
The anticipated salary range for this position is $50,000 - $60,000. However, final salary will depend on experience and qualifications. Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Additional benefits information can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/fasl.pdf
Required Qualifications:
• Professional administrative experience.
• Experience using Microsoft Office Suite and Google Workspace tools used for creating, distributing and storing documents.
• Demonstrated strength in verbal and written communication skills to a variety of audiences (e.g., professional emails, presentations, reports to internal and external audiences; responding to inquiries from colleagues or students; adjusting communication style as needed; attention to detail).
• Ability to prioritize and complete concurrent projects amidst evolving priorities and needs encountered during the workday.
Preferred Qualifications:
• Experience with desktop publishing programs such as InDesign or Canva.
• Experience interpreting and implementing policies/guidelines for an organization, work unit, team, etc.
• Experience in budget management, financial tracking, fund reconciliation, and preparing financial reports.
Education:
Associate's degree in relevant field or comparable work experience.
Work Schedule:
Normal hours are 7:45am – 4:30pm, Monday through Friday.
Headquarters Location (official location of work):
Microbial Sciences Building, 1550 Linden Drive, Madison, WI
How to Apply:
Click on the "Apply Online" button to start the application process. You will be prompted to upload the following documents/application materials:
Be prepared to upload one document that contains: (1) Cover letter addressing qualifications, and (2) resume or CV detailing your educational and professional background. Finalists will be asked to provide three professional references, one of which must be a current or previous supervisor. References will not be contacted without prior notice.
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.
• Criminal Background Check may be required
• Evaluation period may be required
Work Authorization:
Please note that successful applicants are responsible for ensuring their 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 need of employer sponsorship) on or before the effective date of the appointment. University sponsorship is not available for this position.
Contact Information:
College of Agricultural and Life Sciences (CALS), HR Manager, Erin Cook at erin.cook@wisc.edu
College of Agricultural and Life Sciences (CALS), HR Generalist, Veronica Pierce at veronica.pierce@wisc.edu
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).
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