Department Administrator II - Biology

Universities of Wisconsin•Madison, WI

7d•$95,000 - $128,000•Hybrid

About The Position

The Department of Biology at UW–Madison seeks a Department Administrator II to provide strategic partnership to the department chair and leadership for the department’s administrative, operational, and financial functions. The administrator operates with significant independence under general direction from the chair and faculty leadership, and is part of the department’s leadership team. The role requires creative problem-solving, continuous improvement, change management, collaboration, professionalism, and initiative. 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 position also works with College of Letters & Science teams to support human resources, instructional administration, purchasing, fund and gift management, research support, and other business functions. The administrator develops holistic financial and administrative strategies to position the department for continued success. The role requires regular availability and an onsite presence. Hybrid scheduling options will be discussed during the interview process, but candidates should anticipate being onsite at least three days per week as needed after onboarding. Greater onsite presence is expected during the initial onboarding period, whose duration will depend on the individual’s onboarding needs. The Department of Biology has more than 250 faculty, staff, postdoctoral, and student employees. Launched in 2026, it combines the former botany and integrative biology departments. Its research spans biological sciences from molecules to ecosystems, and it has eight undergraduate and three graduate academic programs. Department facilities include the Wisconsin State Herbarium, Botany Garden and Greenhouse, UW Zoological Museum, and Center for Botany. The expected salary range is $95,000 to $128,000 for highly experienced candidates; actual pay depends on experience and qualifications. Benefits include vacation, holidays, sick leave, insurance and savings accounts, and retirement benefits.

Requirements

At least 5 years of professional administrative experience with progressive responsibility, such as overseeing office operations, guiding process improvements, and supporting strategic initiatives in a complex organizational environment.
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.
Ability to exercise sound judgment and discretion when applying and interpreting applicable laws, rules, policies, and procedures.
Bachelor’s degree required.
Eligibility to work in the United States by the effective date of appointment without employer sponsorship.

Nice To Haves

Three or more years of supervisory experience.
At least 2 years of experience managing financial data and budget development in higher education or a similarly complex organizational setting.
Experience in higher education administration.
Experience leading and supporting strategic initiatives.
Experience with personnel issues, including conflict management.
Experience providing support and 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.
Lead, 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, IT, and facility needs.
Develop and administer budgets; oversee grants, contracts, and other funds in accordance with accounting practices and applicable 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 meeting and engaging potential donors.
Oversee and manage office and research space on and off campus, department information systems, and regional network development.
Facilitate training and professional development for the administrative team and contribute to comprehensive onboarding for new department hires.
Exercise supervisory authority over at least 2.0 FTE employees, including hiring, assigning work, managing performance and conduct, and approving hours worked.
Manage renovation projects, facilities maintenance, personnel needs, and infrastructure coordination.
Coordinate with College of Letters & Science teams on human resources, instructional administration, purchasing, fund and gift management, research support, and other business functions.