Administrative Specialist

University of Wisconsin Madison•Sewell, WI

38d•$56,000 - $62,000

About The Position

The Administrative Specialist provides critical administrative organization and support to advance the goals and objectives for programs in the Economics Department. It is r esponsible for professional work across a variety of administrative service areas including budget, finance, and procurement with impact across the institution in support of departmental goals. This position is in the Department of Economics, a large, complex department in the College of Letters & Science, consisting of 1,700+ undergraduate majors, 150+ master's students & 140+ PhD students. This position assumes delegated authority from the Department Administrator to run financial day-to-day administrative processes necessary to keep the department operating optimally. This position will work closely with the College of Letters & Science Administrative Regional Team (ART). In this position, you can expect to: Establish and grow relationships with program coordinators, staff, faculty, L&S Administrative Regional Team (ART), and others across campus to ensure positive collaboration that aligns with department’s needs and goals. Participate in campus workshops and trainings to ensure department stays in compliance with all Federal, State and campus policies. Negotiate and prepare data use agreements, non-vendor contracts, official function forms, honorariums, leasing and purchasing agreements. Manage the department’s travel coordination, reimbursements, and communications for PhD visit day, faculty recruitment and department workshop and visitors programs, consisting of approximately 70 guests/semester, from inception to final payment. Procure research and teaching equipment, materials, and supplies. In partnership with Economics Department Leadership and L&S Administrative Regional Team (ART), supply funding sources for all financial and payroll transactions, keep track of all account balances, and provide reports as necessary. Determine and execute methods for disbursing various types of funds. Assistant Building Manager in charge of building keys, day-to-day building activities and attending campus-wide building manager meetings. Other duties as assigned.

Requirements

Strong analytical skills with proficiency in MS Office Suite, especially Excel, with ability to interpret data, identify trends, and prepare clear reports or recommendations.
Demonstrated high level of attention to detail and accuracy in a fast-paced environment.
Proven ability to provide timely, accurate customer service and administrative support to a variety of stakeholders with minimal oversight (sometimes after hours).
Strong o rganizational and planning skills managing multiple concurrent projects or workflows for multiple stakeholders .
Strong written and verbal communication skills, including producing professional emails, reports, or summaries tailored to different audiences.
Demonstrated success in building partnerships and working collaboratively across teams and administrative units.
Demonstrated experience in budget management, financial tracking, and account reconciliation.
Have knowledge of and/or ability to make air and lodging travel arrangements.
Bachelor's degree in business administration OR three years of similar work experience, required.

Nice To Haves

Experience working at a higher education institution.
Experience with assigning and tracking funding for multiple accounts and sources.
Experience interpreting and implementing policies/guidelines in higher education.
Master's degree, preferred

Responsibilities

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
Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies