Administrative Specialist

Job Category

Academic Staff

Regular

Administrative Specialist

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.

• 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
• Serves on committees and attends meetings, representing the interests of the unit or program (15%)
• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success (50%)
• Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems (15%)
• Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies (20%)

School of Veterinary Medicine

Department of Pathobiological Sciences

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

• generous vacation, holidays, and paid time off
• competitive insurance and savings accounts
• retirement benefits
• Additional benefits information can be found at: https://(Use the "Apply for this Job" box below)./

• 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)

• 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

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

Elena Ungur, Department Administrator, elena.ungur

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation,…