Job Summary:
The Administrative Specialist position provides day-to-day support for the Institute for Human Development and Relationships within the Department of Youth, Family, and Health at the UW Madison Division of Extension; as well as department support, this position provides administrative assistance to the Assistant Dean & Director and the Program Managers. The successful candidate will be able to manage competing priorities and work independently in dealing with the diverse elements of the Division of Extension. The individual in this position must demonstrate a commitment to facilitating a welcoming environment, and a willingness to continue understanding diversity, equity, and inclusion within the division. This position assists in organizing multiple facets of the institute that require prioritizing responsibilities, exercising initiative, self-motivation, and critical thinking with complex tasks or problems. The individual must thrive in a team environment and be comfortable with independent judgment.
This position is an integral part of the Institute providing front office administrative support, serving as a first point-of-contact to staff, faculty, and county educators. This position will also be the lead for coordinating a variety of logistics such as what's needed for events, travel for the Assistant Dean/Director, program managers, non-integrated specialists, and other departmental needs. This position is further responsible for coordinating institute and program area meetings and budget, finance, procurement, and human resources with impact across the institution in support of unit or institutional goals.
About the Division of Extension:
As a statewide engagement arm of UW-Madison, the Division of Extension embodies the Wisconsin Idea to extend university knowledge to every corner of the state. Our statewide network of educators and specialists is responding every day to emerging and longstanding hurdles residents are overcoming to compete and prosper.
About the Institute:
The Human Development and Relationships Institute is one of six institutes in the Division of Extension. We promote the development of resilient individuals and communities across Wisconsin and at every stage of life through meaningful partnerships and research-based education.
The Division of Extension has a deep and profound commitment to diversity, inclusion, and equity, believing that these values are foundational elements to eliminate disparities and expanding access for all. As Extension, we acknowledge the need for strategic and coordinated actions that help us form a more equitable, anti-racist, non-biased, and inclusive organization. (https://blogs.extension.wisc.edu/oaic/call-to-action/). As such, all Extension employees are expected to foster and promote the values of diversity and inclusion.
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.
- 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% Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
- 10% Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
- 10% Serves on committees and attends meetings, representing the interests of the unit or program
- 10% Supports the writing of grant proposals and managing grant budgets
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
Bachelor's Degree
In Business Administration, Office Management, or a related field such as Communications or Public Administration
Preferred
Master's Degree
In Business Administration, Public Administration, Human Resources, or related fields such as Organizational Leadership or Event Management
Qualifications:
Required:
-Minimum of two years of experience related to the job summary
-Experience using database, spreadsheet, and word processing software such as Microsoft Office, Google, and Adobe products
-Experience supporting the management of budgets
-Experience with face-to-face and online meeting and event planning
-Strong verbal and written communication skills
-Strong administrative and organizational skills, such as experience working on data entry, management, and tracking that requires attention to detail
-Evidence of ability to work independently and collaboratively within teams
-Evidence of ability to be highly self-motivated and proactive in problem resolution
-Demonstrated strong prioritization of tasks and time management to meet competing deadlines
-Demonstrated commitment to customer service excellence
Preferred:
-Five years or more of experience related to the Job Summary
-Knowledge of UW policies/procedures related to travel
-Prior experience with or knowledge of The Division of Extension
-Prior experience with purchasing and procurement cards
-Demonstrated experience with supporting the writing of grant proposals
Work Type:
Full Time: 100%
This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location.
Appointment Type, Duration:
Ongoing/Renewable
Salary:
Minimum $57,000 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:
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 appointment.
The primary accountability for this position is the Institute Director for Human Development and Relationships for supervision, compensation and benefits, and performance reviews.
The University of Wisconsin-Madison has a remote work policy that offers the potential for remote or hybrid work. More about that policy within the Division of Extension can be found here: https://kb.wisc.edu/extension/113536.
It is expected that employees will make individual arrangements for transportation adequate to meet position responsibilities and essential job functions which would include instate and out-of-state travel. Information about UW-Madison Driver Authorization can be found at https://businessservices.wisc.edu/managing-risk/driver-authorization-and-insurance/driver-authorization/.
How to Apply:
We are eager to learn more about how your experience and passion may align with this position. To begin the application process, click the "apply now" button. You will be prompted to upload the following documents:
-Resume or CV
-Letter of Qualifications (cover letter)
Please submit a cover letter referring to your related work experience and a resume detailing your educational and professional background. Your cover letter should communicate your interest in the position and how your skillset aligns with the role. The application reviewers will be relying on written application materials to determine who may advance to preliminary interviews.
For additional guidance and resources on how to tailor your application materials to the job posting, please click https://extension.wisc.edu/careers/.
Contact:
Jonathon Ferguson
jonathon.ferguson@wisc.edu
608-265-2527
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Administrative Specialist(AD006)
Department(s):
A47-EXTENSION/YFH/HDR/HUM DEV REL INST
Employment Class:
Academic Staff-Renewable
Job Number:
306807-AS
The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, 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 through diversity and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings,
click hereIf you need to request an accommodation because of a disability, you can find information about how to make a request at the following website:
https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/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).
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