Department Administrator

Universities of Wisconsin•Madison, WI

1d•Hybrid

About The Position

The English Department at UW–Madison seeks a Department Administrator to partner strategically with the department chair and support one of the largest and most vibrant units in the College of Letters & Science (L&S). Our department administrator provides key leadership that is central to all aspects of the department 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 recruiting with skill sets based in project management, planning, analysis, forecasting, communication, and development. Responsibilities include supervision of the department's administrative team and coordination of budget, personnel, technology, facilities, and infrastructure needs with dedicated teams and committees throughout the department. In addition, the department administrator interfaces with teams at L&S to ensure support for daily operations including human resources, instructional administration, purchasing, fund and gift management, research support, and other business functions. The department administrator will report to the department chair as part of the department'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 English 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.

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 working with financial data and budget generation
At least 1 year of supervision experience
Strong verbal and written communication and administrative and organizational skills supported by effective use of digital tools and systems
Experience fostering and maintaining collaborative relationships with people from a variety of backgrounds and education levels.
Ability to apply sound judgement and discretion in applying and interpreting laws, rules, policies, and procedures as applicable to the position

Nice To Haves

2 or more years of supervision experience
At least 2 years of experience managing financial data and assisting with budget development in a higher‑education or similarly complex organizational setting
Experience in higher education administration
Experience leading and supporting strategic initiatives
Experience with challenging 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

Responsibilities

Provides leadership, guidance, and management of the department's research, teaching and service programs, and staff to ensure efficient and effective operations
Provides leadership for faculty recruitment, evaluation, development, and promotion processes
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 oversight and management of office and research space on and off campus, department information systems, and regional network development
Provides leadership for the strategic and short-term planning processes, as well as obtaining and validating data needed for strategic decision-making
Provides leadership and oversight of training programs
Provides leadership and administrative oversight of basic and translational research programs including staffing, compliance, fiscal, information technology (IT), and facility needs
Responsible for communication and marketing of department activities, accomplishments, and department philanthropic activities including meeting with and engaging potential donors
Provides leadership in developing and administering budgets. Oversees financial operations including grants, contract, and other funds to ensure adherence to prudent and generally accepted accounting practices, and compliance with Federal, State, university, and sponsor rules, regulations, laws and bylaws