PT Administrative Specialist

University of Wisconsin Madison • Madison, WI

3d • Onsite

About The Position

This role provides comprehensive administrative, fiscal, and operational support through expert use of Workday, ShopUW, SIS, and UW travel systems while ensuring full compliance with university, financial, and privacy policies. Responsibilities include budget tracking, procurement, scholarship and foundation fund administration, course and student records management, and seamless coordination of travel, conferences, and major academic events. The position requires strong project management skills, clear communication with diverse stakeholders, and a service‑oriented, solutions‑focused approach to navigating fast‑paced workflows, system updates, and unexpected challenges with professionalism and accuracy. This position requires work to be completed onsite, at a designated campus work location. Schedule: Monday through Friday 8:00 a.m.- 4:30 p.m. Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration Fiscal Management & Workday Proficiency Hands-on expertise with Workday for account tracking, purchasing card reconciliation, expense reports, and year-end close; ability to interpret budgets, monitor spend, and flag variances. Procurement & Compliance (ShopUW / UW Purchasing) Working knowledge of ShopUW and UW procurement policies and procedures; skilled in creating and managing purchase orders, vendor coordination, and audit-ready documentation. Scholarship & Foundation Fund Administration (WFAA) Experience managing WFAA accounts (including 233/Gift Routing), executing scholarship cycles, and ensuring donor intent and fund restrictions are met with accurate reporting. Student Information Systems & Registrar Processes (SIS) Proficiency in SIS for course scheduling, session codes, matriculation, withdrawals, permissions (e.g., PT 799), posting degrees, and coordinating licensure paperwork. Event & Logistics Management End-to-end planning and execution for major academic events (Visiting Lecture, Hooding and White Coat ceremonies, alumni functions); room reservations, catering, AV coordination, run-of-show, and post-event evaluation. Travel & Conference Coordination (Concur / UW Travel) Skill in booking airfare, lodging, and registrations via UW Travel/Concur—including urgent after-hours needs—while maintaining policy compliance and cost efficiency. Stakeholder Communication & Relationship Management Clear, professional written and verbal communication across faculty, students, donors, alumni, SMPH units, UW Health, and campus services; aptitude for drafting newsletters and donor acknowledgments. Project Management & Prioritization Ability to manage multiple concurrent workflows (budget cycles, admissions, events, global health trips), set timelines, track milestones, and deliver consistently under deadlines. Data Integrity, Privacy, and Policy Awareness Commitment to accurate records, secure handling of student/financial data, and adherence to institutional policies (e.g., FERPA), travel/fiscal rules, and audit standards. Service Orientation, Adaptability, and Problem-Solving Calm, solutions-focused approach to unexpected issues (facility repairs, schedule changes, AV or travel disruptions); resilient and adaptable amidst system updates and budget constraints. Ability to work in a fast-paced, demanding environment that is well-supported.

Requirements

• 2+ years of professional administrative experience
• Budget and accounting experience
• Strong skills with Microsoft Office Suite and Google forms/documents, etc.
• Excellent verbal and written communication skills
• Able to prioritize and complete tasks with frequent interruptions

Nice To Haves

• Experience with University financial systems (ShopUW), Workday, E-reimbursements
• Experience with University student information system (SIS)

Responsibilities

• 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
• Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
• Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
• Assists with the administration and implementation of student testing and ensures all protocols and regulations are followed.
• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success

Benefits

• Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits.
• For more information, refer to the campus benefits webpage.
• SMPH Faculty /Academic Staff Benefits Flyer 2026

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Number of Employees: 1-10 employees