Administrative Specialist

Universities of Wisconsin • Madison, WI

20h • $60,000 • Hybrid

About The Position

This position administers and coordinates the daily operations of the Office of the Secretary of the Faculty, ensuring efficient operations and functioning as a part of a team to provide assistance to faculty and stakeholders of the university. This position is responsible for general office operations, including overseeing the guest experience and receiving and responding to guests and inquiries, purchasing materials and supplies, implementing office equipment and system changes, monitoring office management and designing innovative work systems, managing award and supply budgets and expenditures, tracking and entering data, drafting and sending correspondence, maintaining the IT infrastructure, and managing both online and physical records and archives. This position also assists in planning and organizing faculty meetings and events and in supporting critical processes. In addition, this position will provide direct support to the secretary of the faculty and deputy secretary of the faculty, helping to support special projects, compile data, and schedule meetings. Individuals who excel in the role will have an exceptional ability to express themselves through verbal and written communication, exercise significant independent initiative and apply a high level of administrative, problem solving, and analytical abilities. A successful candidate will have the ability to manage multiple tasks and adapt to changing priorities. Ideally, this individual will be able to use their strong attention to detail, and familiarity with a wide array of office tools, to approach administrative tasks with a solutions-oriented mindset. Reporting to the deputy secretary of the faculty, this position is among a team of five within the Office of the Secretary of the Faculty. The office plays a key role in supporting faculty shared governance at the University of Wisconsin-Madison.

Requirements

• Three years of professional experience in an administration-focused role, such as general administration, operations, or finances/accounting.
• Excellent administrative and organizational skills, and the ability to manage and prioritize concurrent projects.
• Demonstrated high level of attention to detail and accuracy in tasks and projects.
• Proven ability to adapt to new situations and develop solutions for success.
• Proven ability to provide timely, accurate customer service and administrative support to a variety of stakeholders with minimal oversight.
• Strong interpersonal skills, including the ability to establish and maintain effective working relationships.
• Strong verbal and written communication skills, including the ability to produce 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.
• Proficiency with position-related software (e.g., Microsoft Office, virtual meeting platforms, Google suite), and ability to quickly learn new platforms.

Nice To Haves

• Experience with process improvement and/or project management.
• Experience managing financial transactions, budgets, and expenses.
• Experience with websites and/or customized data applications.
• Experience interpreting and implementing policies and guidelines.

Responsibilities

• Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s) (20%)
• Serves on committees and attends meetings, representing the interests of the unit or program (5%)
• Coordinates the daily operations of the office and supports office-level administrative duties and processes (20%)
• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success (20%)
• Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems (5%)
• Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies (30%)

Benefits

• This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 251-500 employees