Administrative Specialist

Universities of Wisconsin • Madison, WI

1d • $53,000 - $68,000

About The Position

This position provides comprehensive administrative support to the Wisconsin Cooperative Wildlife Research Unit (CO-OP) and the Department of Forest and Wildlife Ecology within the Russell Labs Administrative Hub. The role ensures the effective day-to-day operation of program and departmental activities through coordination of logistics, financial tracking, communications, and implementation of university policies and procedures. The position manages event and meeting coordination, purchasing and travel processes, reporting and data tracking, and departmental communications, including newsletters and website updates. In addition, the role provides specialized post-award administrative support for externally funded research projects, including compliance and reporting requirements associated with a federal cooperative research unit partnership. The incumbent exercises independent judgment, prioritizes competing responsibilities, and collaborates closely with faculty, staff, students, and external partners to support operational and research objectives.

Requirements

• Demonstrated experience managing multiple priorities and consistently meeting deadlines in a fast-paced environment.
• Experience managing financial tracking; (i.e. Workday or similar financial systems) and business processes such as reporting, budgeting, expense reports/reconciliations, etc.
• 2 years of experience interpreting and enforcing higher education policies related to purchasing, travel, and event planning.
• Demonstrated experience using standard office software (e.g., Microsoft Office or Google Workspace) to complete work tasks (e.g., document creation; i.e. reports, letters; data tracking; reporting).

Nice To Haves

• Demonstrated experience collaborating with cross-functional teams and communicating effectively with diverse stakeholders (e.g., faculty, staff, or external partners).
• One year of experience with post award grant management in higher education.

Responsibilities

• Provides specialized post-award administrative support for externally funded research projects, including compliance and reporting requirements unique to a federal cooperative research unit partnership.
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 251-500 employees