Administrative Specialist

Universities of Wisconsin•Madison, WI

2d•$55,000•Onsite

About The Position

The Department of Pathobiological Sciences at the University of Wisconsin – School of Veterinary Medicine is seeking a dynamic professional to serve as an Administrative Assistant. The Administrative Assistant provides support for the administrative functions of Pathobiological Sciences. Reporting to the Department Administrator, the successful candidate will engage daily with School of Veterinary Medicine staff, departmental faculty, and other stakeholders while managing multiple projects. This role is ideal for someone with strong organizational, technical, and multitasking skills and who operates with a high degree of independence.

Requirements

Experience in an administrative support role requiring excellent organizational and time management skills to address competing priorities and a high variety of daily responsibilities
Experience organizing and managing operational details and logistics including scheduling, calendar management and coordinating meetings
Experience using Microsoft Office Suite and ancillary systems to support business operations (i.e. Workday or other systems to support human resources, finance, and program management functions)

Nice To Haves

Experience coordinating conference and business-related travel including booking hotels, registration for conferences, assisting with expense reporting, and coordinating ground and air transportation
Experience with financial processes and systems including purchasing card transactions and other procurement activities

Responsibilities

Management of day-to-day operations of the Department Chair’s office, providing direct administrative support to the Department Chair, faculty, and staff by processing expense reimbursements, scheduling meetings, and assisting with faculty recruiting and promotion packages
Serves as the first point of contact for individuals and groups, providing general department information by phone, in person, and through other communication channels while directing complex inquiries to the appropriate resources.
Manages logistics and secures resources for meetings, seminars, conferences, travel, purchasing and daily work unit operations
Coordination of faculty searches
Participates on committees and attends meetings, representing the interests and goals of the department
Coordination of monthly faculty meeting agendas
Serves as the department's Property Control Administrator, overseeing property-related responsibilities
Partners with the Department Administrator to support daily operations, recurring monthly and annual deadlines and overall departmental administration and provides assistance to department chair and associate chairs
Coordinates schedules, logistics, and resources for the work unit, helping ensure smooth and efficient day-to-day operations
Procurement Card, SHOPUW+ and e-reimbursement
Serves on committees and attends meetings, representing the interests of the unit or program (15%)
Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success (50%)
Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems (15%)
Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies (20%)