Department Administrator II - Biology

University of Wisconsin Madison•Lowell, WI

6d•Hybrid

About The Position

The Department of Biology at UW–Madison seeks a Department Administrator II to partner strategically with the department chair and support the department’s research and teaching activities within the College of Letters & Science. The role provides key leadership for administrative, operational, and financial functions, operating with significant independence and general direction from the chair and faculty leadership. It calls for creative problem-solving, continuous improvement, and change management, alongside expertise in budgeting, financial management, human resources, project management, communication, and organization. The administrator supervises the department’s administrative team; develops budgets and financial analyses, reports, and forecasts; manages renovation projects and facilities maintenance; and coordinates personnel and infrastructure needs with department teams and committees. The role also works with College of Letters & Science teams on daily operations, including human resources, instructional administration, purchasing, fund and gift management, research support, and other business functions. Reporting to the department chair, the administrator serves on the department leadership team and develops holistic financial and administrative strategies to support the department’s continued success. This leadership role requires regular availability and onsite presence. Hybrid scheduling options will be discussed during the interview process, but candidates should anticipate working onsite at least three days per week after an initial onboarding period, and as needed. Greater onsite presence is required during onboarding; its duration depends on the needs of the person hired. The Department of Biology has more than 250 faculty, staff, postdoctoral, and student employees. Launched in 2026, it brings together the former botany and integrative biology departments. Its research spans biological sciences from molecules to ecosystems, and it includes eight undergraduate and three graduate academic programs, the Wisconsin State Herbarium, Botany Garden and Greenhouse, UW Zoological Museum, and Center for Botany.

Requirements

At least 5 years of professional administrative experience with progressive responsibility, including office operations, process improvement, or strategic initiatives in a complex organization.
Experience working with financial data and generating budgets.
At least 2 years of supervisory experience.
Strong verbal and written communication, administrative, and organizational skills, supported by effective use of digital tools and systems.
Experience fostering and maintaining collaborative relationships with people from varied backgrounds and education levels.
Sound judgment and discretion in applying and interpreting relevant laws, rules, policies, and procedures.
Bachelor’s degree.
Eligibility to work in the United States by the effective date of appointment.

Nice To Haves

At least 3 years of supervisory experience.
At least 2 years managing financial data and developing budgets in higher education or a similarly complex organization.
Experience in higher education administration.
Experience leading and supporting strategic initiatives.
Experience with personnel issues, including conflict management.
Experience providing guidance on policy, budget forecasting, and decision-making.
Experience with philanthropy strategy and oversight of gift funds.
Bachelor’s degree focused in business, nonprofit administration, or a related field.
Master’s degree.

Responsibilities

Lead strategic and short-term planning processes and obtain and validate data for strategic decision-making.
Guide and manage the department’s research, teaching, and service programs and staff to support efficient and effective operations.
Oversee basic and translational research programs, including staffing, compliance, fiscal, information technology, and facility needs.
Develop and administer budgets; oversee grants, contracts, and other funds in compliance with applicable accounting practices and federal, state, university, and sponsor requirements.
Lead faculty recruitment, evaluation, development, and promotion processes.
Communicate and market department activities and accomplishments and support philanthropic activities, including engaging potential donors.
Oversee office and research space on and off campus, department information systems, and regional network development.
Train and support the professional development of the administrative team and contribute to onboarding new department hires.
Exercise supervisory authority over at least 2.0 FTE employees, including hiring, performance and conduct management, assigning work, and approving hours.
Partner with the department chair and leadership team and coordinate with College of Letters & Science teams on daily business functions.
Manage renovation projects and facilities maintenance and coordinate personnel and infrastructure needs with department teams and committees.