Academic Program Specialist

Universities of Wisconsin•Madison, WI

1d•Onsite

About The Position

The Department of Medical Sciences at the University of Wisconsin–Madison School of Veterinary Medicine is seeking a dynamic professional to serve as a central administrative and operational partner for the department. This role provides high-level administrative, programmatic, and business support while acting as a key liaison among the Department Chair, Administrator, faculty, staff, education and research leaders, students, and affiliated programs. The position requires synthesizing complex information from a variety of sources to help identify, advise on, and resolve issues. The successful candidate will engage daily with School of Veterinary Medicine staff, departmental faculty, and other stakeholders while managing multiple complex projects. As part of a fast-paced clinical department that supports a wide range of educational and outreach programs, this role is ideal for someone with strong organizational, technical, and multitasking skills who thrives in a dynamic environment where priorities evolve regularly. This position operates with a high degree of independence and requires sound judgment, initiative, and adaptability.

Requirements

At least 1–2 years of experience in an administrative or operational support role required
Demonstrated strong organizational, technical, and leadership skills.
Ability to actively listen, ask thoughtful questions, and analyze stakeholder input to identify both stated and underlying needs, and recommend appropriate solutions and resources.
Experience in a customer service-oriented role, with a proven ability to address concerns and resolve issues effectively.
Excellent interpersonal skills, with the ability to build trust and maintain positive working relationships with diverse groups, including students, faculty, staff, administrators, and the public.
Working knowledge of project coordination and management principles, including experience using project tracking tools or systems.
Familiarity with operational, personnel, financial, and procurement policies and processes.

Nice To Haves

experience in an academic and/or medical setting preferred
Experience in program development and space or facilities management.
Ability to develop detailed plans and reports, evaluate existing processes, and improve operations through organizational design, policy development, and implementation of new procedures.
The ideal candidate is a self-starter who demonstrates initiative and the ability to work effectively with minimal supervision.

Responsibilities

May supervise the day to day activities of one or more academic programs and resolves issues exercising discretion to meet unit goals.
Coordinates program components and evaluates program effectiveness and provides recommendations for improvement.
Identifies program, needs, contributes to the development of unit workflows, schedules logistics and secures resources for meetings, events, and interviews.
Provide administrative support to faculty in the Department including travel arrangements, expense submission, maintaining academic files, managing trainings, updating CVs, bios and biosketches and ensuring credentialing is current.
Manages and tracks Department finances, to include travel and CE budgets and spending.
Reconciles Department credit card.
Ensures university policies are followed.
Provides supervision of student hourlies.
Serves as point person for special visitors, visiting faculty, and other invited guests ensuring that arrangements are organized and that the logistical expectations of the Department are being met
Manage faculty and staff recruitment: In conjunction with Department leadership, coordinate the recruitment efforts of faculty and staff including requesting reference letters, coordinating interview itineraries and travel plans for candidates, and onboarding
Manage Department Promotion Packets and Faculty Annual Activity Summary (FAAS) Preparation: Facilitate completion of faculty documents for promotion; Oversee the Course Evaluations for the Department; Compile teaching evaluations for FAAS preparation
Administration of the Ambulatory Program and Early Clinical Education (ECE) Program: Work with the Ambulatory Coordinators and ECE Director to coordinate practice participation, liaise with clinic leaders, revise MOUs and student assignments annually; secure housing accommodation for students, maintain courses in Canvas and summarize eValue collected ambulatory statistics. Track student assignments and grading. Serve as a resource and point of contact for the participating practices and DVM students. May conduct site visits to maintain relationships and ensure compliance
Utilizes independent judgement regarding development, implementation, promotion, and evaluation for one or more academic programs, initiatives, or events.