Chief Administrative Officer, WAI

Universities of Wisconsin•Madison, WI

3d•Hybrid

About The Position

The Wisconsin Alzheimer’s Institute (WAI) seeks a Chief Administrative Officer (CAO) to partner strategically with the WAI Director and support the day-to-day operations of this thriving Institute, part of the UW-Madison School of Medicine and Public Health (SMPH). Our CAO provides key leadership that is central to all aspects of the Institute and is responsible for the smooth execution of administrative, operational and financial functions. The ideal candidate will combine expertise in budgeting, financial management, human resources, and personnel management with skill sets focused on project management, planning, analysis, forecasting, communication, and development. Responsibilities include supervision of the department's administrative and communications and marketing teams, as well as coordination of the Institute's budget, personnel, technology, facilities and infrastructure needs. In addition, the CAO interfaces with teams at SMPH and the Department of Medicine to ensure support for daily operations including human resources, pre- and post-award support, and other business functions. The CAO will report to the WAI Director as part of the Institute’s leadership team, and in that role will need to be collaborative, professional, and able to take the initiative to pursue goals independently. The administrative leader we seek in this position will be able to develop holistic financial and administration strategies necessary to position WAI for continued success as the world of higher education evolves. This leadership role requires regular availability and an onsite presence. Hybrid scheduling options will be discussed during the interview process, however candidates should anticipate being onsite a minimum of three days per week, and as needed, following an initial onboarding period. The initial onboarding period will require greater onsite presence, and its duration will depend on the onboarding needs of the individual hired. 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. Must provide a valid driver's license. Employees may use their own transportation or receive approval for University Car Fleet usage. Employment is conditional pending the results of a Pre-hire Driver Authorization Check.

Requirements

At least 5 years of professional administrative experience with progressive responsibility in areas such as overseeing office operations, guiding process improvements, and supporting strategic initiatives in a complex organizational environment
Experience managing financial data, including budget generation and development
Experience with human resource management or supervision of multiple employees
Strong knowledge of pre- and post-award grant administration, including proposal preparation, budget development, and monitoring expenditures.
Understanding of federal funding and compliance guidelines (e.g., NIH and NSF) governing research applications and expenditures.
Ability to coordinate equipment tracking, purchasing, vendor contracts, and logistics for visiting researchers or academic workshops.
Strong verbal and written communication and administrative and organizational skills supported by effective use of digital tools and systems
Ability to apply sound judgement and discretion in applying and interpreting laws, rules, policies, and procedures as applicable to the position
Strong organizational skills and tools to manage competing priorities and deadlines.
Must provide a valid driver's license.

Nice To Haves

Experience in higher education and/or research administration
Experience leading and supporting strategic initiatives
Experience writing, editing, and reviewing programmatic and scientific reports
Experience providing support and guidance on policy, budget forecasting, and decision making
Experience with philanthropy strategy and oversight of gift funds

Responsibilities

Directs strategic planning initiatives and establishes unit objectives to ensure appropriate use of financial, administrative, space, staffing resources, and alignment with the strategic plan. Obtains and validates data needed for strategic decision-making
Exercises supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 full-time equivalent (FTE) employees
Provides leadership and oversight in financial operations including developing and administering budgets and oversight of grants management, contracts, and other funds to ensure adherence to accounting practices and compliance with sponsor rules, regulations, and law
Partners with Center Director and other senior leaders to advance the Center/Institute to a position of academic and professional distinction by fostering excellence in all programs and maintaining, supporting, and successfully renewing appropriate federal, state, and local designations and accreditations
Provides leadership in center philanthropic activities including donor interaction and coordination of stewardship and prospect development
Responsible for effective communication and marketing of unit center activities, philanthropic opportunities, community outreach, and accomplishments
Provides leadership and oversight of all staffing, compliance, information systems, and facility needs for the center or institute
Manages research administration activities from proposal preparation through closeout on behalf of a unit. Works with program teams to ideate and draft grant proposals. Reviews and approves proposal submissions, contract negotiations, project setups, compliance, and/or financial reporting; coordinates with pre- and post-award staff to ensure sound grants management. Develops and oversees implementation of operations and strategic planning to ensure compliance with regulatory requirements within a school/college/division/unit.