Administrative Specialist - Otolaryngology Research

University of Wisconsin Madison•Madison, WI

21h•Hybrid

About The Position

The Administrative Specialist provides advanced-level, critical organization and support to advance the goals and objectives for the Research Division of the Department of Otolaryngology–Head & Neck Surgery. The Administrative Specialist serves as a key resource to the department’s Vice Chair for Research, Associate Director for Research, faculty, and academic staff, while exercising discretion and independent judgment in support of complex administrative, academic, and research functions. This role may support multiple programs, services, and activities across the research enterprise. The position is responsible for coordinating and managing a wide range of administrative operations, including research support activities, compliance tracking, and communications. The Administrative Specialist also supports departmental research initiatives, including coordination of internal funding opportunities, metrics tracking such as publications and presentations, and may provide backup support to affiliated research networks or collaborative programs. The position works closely with Associate Director for Research to establish priorities and ensure timely completion of competing projects. Success in this role requires excellent administrative, organizational, communication, and interpersonal skills, along with strong attention to detail and the ability to manage multiple priorities independently. Proficiency with computer systems and web-based research tools is essential. The position demands a high level of professionalism, discretion, and the ability to work effectively with diverse faculty, staff, and research stakeholders in a dynamic academic environment. Duties are performed under limited supervision, with significant autonomy in planning, organizing, and implementing work. The position reports to the Associate Director for Research leadership within the Department of Otolaryngology–Head & Neck Surgery. 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.

Requirements

Experience in an administration-focused role, such as general administration, operations, or finances/accounting.
Demonstrated high level of attention to detail and accuracy in tasks and projects.
Excellent administrative and organizational skills, and the ability to manage and prioritize concurrent projects.
Proven ability to provide timely, accurate customer service and administrative support to a variety of stakeholders with minimal oversight.
Strong written and verbal communication skills, including producing professional emails, reports, or summaries tailored to different audiences.
Demonstrated ability to work independently, as well as function effectively in a team and with a diverse group of people.
Have knowledge of and/or ability to make air and lodging travel arrangements.
Strong analytical skills with proficiency with position-related software (MS Office Suite, especially Excel, virtual meeting platforms, Google suite), and ability to quickly learn new platforms.

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.
Experience working in an academic environment and/or Research Division.

Responsibilities

Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
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
Assist Research Administrator with grant preparation, essential documentation, and progress reports
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)
Coordinates the daily operations of the office and supports office-level administrative duties and processes
Assist with oversight and management of the Voice T32 Training program