Operations and Administrative Specialist

Universities of Wisconsin•Madison, WI

2d•$52,000

About The Position

The Operations and Administrative Specialist provides administrative and operational support to the Office of the Dean, reporting to the Dean’s Executive Assistant. This position requires a high level of independent judgment, professionalism, and the ability to manage complex projects with minimal supervision. The Operations and Administrative Specialist ensures efficient daily operations, supports financial and human resources workflows, coordinates events, and serves as a key liaison across departments and stakeholders. The role contributes to process improvement, continuity of operations, and effective communication within Wisconsin School of Business (WSB). Administrative and Operational Support Provides advanced administrative support to the Associate Deans, including scheduling, correspondence, and coordination of office operations. Serves as the Office of the Dean's Workday Champion, acting as a liaison between HR, Financial Management Office (FMO), and the Office of the Dean to ensure accurate and timely processing of personnel and financial transactions. Maintains office procedures, identifies opportunities for process improvement, and implements solutions to enhance operational efficiency. Project and Event Management Independently manages complex, high‑priority projects from initiation through completion, ensuring alignment with institutional goals and deadlines. Coordinates meetings, events, and initiatives requiring cross‑departmental collaboration, logistical planning, and communication with internal and external stakeholders. Financial and HR Workflow Support Processes financial transactions, including expense reimbursements and P‑card reconciliation, ensuring compliance with institutional policies and timelines. Student Employee Supervision Recruits, trains, schedules, and supervises student employees. Provides ongoing development, performance feedback, and skill‑building opportunities to support student success and office effectiveness. Campus and Community Engagement Represents the Office of the Dean in campus‑wide initiatives, including Partners in Giving and other engagement programs. Supports communication efforts that strengthen relationships across departments, units, and external partners.

Requirements

Minimum of one year professional experience in higher education, office environment, or related field.

Nice To Haves

Demonstrated experience providing administrative support in a complex, fast‑paced office environment.
Strong organizational and time‑management skills with the ability to prioritize multiple tasks and meet deadlines.
Experience coordinating projects or managing project workflows.
Foundational knowledge of financial processes such as expense reconciliation, purchasing, or budget tracking.
Ability to work independently, exercise sound judgment, and maintain confidentiality.
Excellent written and verbal communication skills, including the ability to interact professionally with diverse stakeholders.
Proficiency with office productivity tools and business systems (e.g., Microsoft Office Suite, Workday, or similar platforms).
Prior responsibility for supervising, training, or mentoring student employees.
Demonstrated ability to manage complex or high‑visibility projects with minimal supervision.
Experience coordinating events, meetings, or multi‑stakeholder initiatives.
Commitment to process improvement and operational efficiency.

Responsibilities

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