Assistant Department Administrator

Job Summary:

The Mechanical Engineering (ME) Assistant Department Administrator supports department administration at all levels and works closely with the Department Administrator (DA) as well as the Chair. ME is one of the campus' largest departments with 53+ faculty members, 25+ academic staff, and 1500 undergrads and 300 graduate students. The department has an annual operating budget over $11M and $25M in research expenditures annually. This position will support the DA in core areas of unit operation including independently managing HR and Payroll, budgeting, forecasting, and coordinating student, academic staff and faculty recruitment. They will serve as back-up to the department administrator, including supervision, and general operational management. The assistant DA will supervise two payroll staff members.

Responsibilities:

Assists with the planning and direction for the administrative operations of a division or business unit(s) of the institution to advance program goals and objectives.

• 10% Engages in strategic planning and policies to ensure the strategic direction supports the needs of stakeholders
• 15% Evaluates, designs, and implements operations to align with the strategic direction
• 15% Assists with the establishment of goals and priorities for the annual budget for all revenues and expenditures
• 15% Helps develop processes and procedures to improve the unit
• 20% Exercises supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 full-time equivalent (FTE) employees
• 5% Ensures that related policies, procedures, and standards are maintained
• 10% Serve as a back-up to the department administrator including supervision, approving leave time and responding to inquiries that might arise
• 10% Ensure timely completion of all immigration processes. Analyze and advise staff on complex HR and payroll transactions

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:

Required
Associate's Degree

Qualifications:

REQUIRED:
Two years experience in HR capacity at an institution of higher education, managing student and academic appointments, including managing recruitments and resolving appointment issues.
At least one year of supervisory or lead worker experience required.
Excellent organizational skills and attention to detail with a demonstrated ability to simultaneously execute multiple tasks while responding to multiple demands.
Demonstrated ability to work independently and proactively solve problems.
Advanced Excel experience
A demonstrated ability to maintain discretion and professionally handle confidential information.
A demonstrated commitment to building a vibrant and welcoming environment.
Strong oral and written communications skills working with a variety of customers

PREFERRED:
Student and staff visa knowledge and experience.
Over two years of supervisory or lead worker experience.
Strong desire to work as part of an integrated team of support staff to collaborate and continually improve support methods and procedures.

Work Type:

Full Time: 100%

It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $80,000 ANNUAL (12 months)
Depending on 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. Benefits information can be found 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:

Please click on the "apply Now" button to start the application process. Applicants will need to upload a resume and a cover letter specifically addressing relevant qualifications and required experience for the position.

Contact:

Catherine Carter
clcarter2@wisc.edu
608-265-2155
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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Official Title:

Admin Asst Dir (B)(AD053)

Department(s):

A19-COLLEGE OF ENGINEERING/MECHANICAL ENGR

Employment Class:

Academic Staff-Renewable

Job Number:

315290-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.