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Job Category:
Academic Staff
Employment Type:
Regular
Job Profile:
Administrative Specialist
Job Summary:
The Operations and Administrative Specialist provides administrative and operational support to the Office of the Dean, reporting to the Dean’s Executive Assistant. This position requires a high level of independent judgment, professionalism, and the ability to manage complex projects with minimal supervision. The Operations and Administrative Specialist ensures efficient daily operations, supports financial and human resources workflows, coordinates events, and serves as a key liaison across departments and stakeholders. The role contributes to process improvement, continuity of operations, and effective communication within Wisconsin School of Business (WSB).
Administrative and Operational Support
Provides advanced administrative support to the Associate Deans, including scheduling, correspondence, and coordination of office operations.
Serves as the Office of the Dean's Workday Champion, acting as a liaison between HR, Financial Management Office (FMO), and the Office of the Dean to ensure accurate and timely processing of personnel and financial transactions.
Maintains office procedures, identifies opportunities for process improvement, and implements solutions to enhance operational efficiency.
Project and Event Management
Independently manages complex, high‑priority projects from initiation through completion, ensuring alignment with institutional goals and deadlines.
Coordinates meetings, events, and initiatives requiring cross‑departmental collaboration, logistical planning, and communication with internal and external stakeholders.
Financial and HR Workflow Support
Student Employee Supervision
Recruits, trains, schedules, and supervises student employees.
Provides ongoing development, performance feedback, and skill‑building opportunities to support student success and office effectiveness.
Campus and Community Engagement
Represents the Office of the Dean in campus‑wide initiatives, including Partners in Giving and other engagement programs.
Supports communication efforts that strengthen relationships across departments, units, and external partners.
Key Job Responsibilities:
Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
Department:
Wisconsin School of Business, Office of the Dean
Compensation:
The minimum salary for the position is $52,000. Actual starting salary will be based on experience and qualifications.
The employee 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/).
Required Qualifications:
Preferred Qualifications:
Demonstrated experience providing administrative support in a complex, fast‑paced office environment.
Strong organizational and time‑management skills with the ability to prioritize multiple tasks and meet deadlines.
Experience coordinating projects or managing project workflows.
Foundational knowledge of financial processes such as expense reconciliation, purchasing, or budget tracking.
Ability to work independently, exercise sound judgment, and maintain confidentiality.
Excellent written and verbal communication skills, including the ability to interact professionally with diverse stakeholders.
Proficiency with office productivity tools and business systems (e.g., Microsoft Office Suite, Workday, or similar platforms).
Prior responsibility for supervising, training, or mentoring student employees.
Demonstrated ability to manage complex or high‑visibility projects with minimal supervision.
Experience coordinating events, meetings, or multi‑stakeholder initiatives.
Commitment to process improvement and operational efficiency.
Education:
How to Apply:
Click the "Apply" button to start the application process.
You will be prompted to upload the following documents:
Resume
Letter of Qualifications
Applicants should attach a letter of qualifications and resume detailing their training and experience relating to the required and preferred qualifications referenced above. The application reviewers will be relying on written application materials to determine which qualified applicants will advance in the recruitment process. The search committee will review all application materials after the posted deadline. We will notify selected applicants to participate further in the selection process directly. References will be requested of final candidates. All applicants will be notified after the search is complete and a candidate has been selected.
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.
Contact Information:
Se Ann Yang
se.yang@wisc.edu
608-263-2975
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
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.