Administrative Specialist

Administrative Assistant

The Department of Pathobiological Sciences at the University of Wisconsin – School of Veterinary Medicine is seeking a dynamic professional to serve as an Administrative Assistant. The Administrative Assistant provides support for the administrative functions of Pathobiological Sciences. Reporting to the Department Administrator, the successful candidate will engage daily with School of Veterinary Medicine staff, departmental faculty, and other stakeholders while managing multiple projects.

This role is ideal for someone with strong organizational, technical, and multitasking skills and who operates with a high degree of independence.

The key responsibilities of this position include:

• Management of day-to-day operations of the Department Chair's office, providing direct administrative support to the Department Chair, faculty, and staff by processing expense reimbursements, scheduling meetings, and assisting with faculty recruiting and promotion packages
• Serves as the first point of contact for individuals and groups, providing general department information by phone, in person, and through other communication channels while directing complex inquiries to the appropriate resources.
• Manages logistics and secures resources for meetings, seminars, conferences, travel, purchasing and daily work unit operations
• Coordination of faculty searches
• Participates on committees and attends meetings, representing the interests and goals of the department
• Coordination of monthly faculty meeting agendas,
• Serves as the department's Property Control Administrator, overseeing property-related responsibilities
• Partners with the Department Administrator to support daily operations, recurring monthly and annual deadlines and overall departmental administration and provides assistance to department chair and associate chairs
• Coordinates schedules, logistics, and resources for the work unit, helping ensure smooth and efficient day-to-day operations
• Procurement Card, SHOPUW+ and e-reimbursement

Compensation:
The minimum starting salary for this position is $55,000. However, final salary will be based on experience and qualifications.

Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurance and savings accounts; and retirement benefits. Additional benefits information can be found at: https://(Use the "Apply for this Job" box below)./

Required Qualifications:

• Experience in an administrative support role requiring excellent organizational and time management skills to address competing priorities and a high variety of daily responsibilities
• Experience organizing and managing operational details and logistics including scheduling, calendar management and coordinating meetings
• Experience using Microsoft Office Suite and ancillary systems to support business operations (i.e. Workday or other systems to support human resources, finance, and program management functions)

Preferred Qualifications:

• Experience coordinating conference and business-related travel including booking hotels, registration for conferences, assisting with expense reporting, and coordinating ground and air transportation
• Experience with financial processes and systems including purchasing card transactions and other procurement activities

Education:

Bachelor's degree in business administration or a related field preferred; OR a minimum of three (3) years of experience in administrative support or program management

To apply for this position, please click on the "I am a current employee" button or "I am not a current employee" button under Apply Now. You will be prompted to upload the following documents:

• Cover Letter
• Resume

IMPORTANT:
Please note, there is only one attachment field. You must upload all your documents into the one attachment field.

It is important that your cover letter and resume reflect your experience for this position related to the Qualifications section. Your application materials will be used during our evaluation to determine your qualifications as they relate to the job. The most qualified applicants will be invited to participate in the next step…