Academic Program Specialist

Job Category:

Academic Staff

Regular

Academic Program Specialist

The Department of Medical Sciences at the University of Wisconsin–Madison School of Veterinary Medicine is seeking a dynamic professional to serve as a central administrative and operational partner for the department. This role provides high-level administrative, programmatic, and business support while acting as a key liaison among the Department Chair, Administrator, faculty, staff, education and research leaders, students, and affiliated programs.

The position requires synthesizing complex information from a variety of sources to help identify, advise on, and resolve issues. The successful candidate will engage daily with School of Veterinary Medicine staff, departmental faculty, and other stakeholders while managing multiple complex projects. As part of a fast‑paced clinical department that supports a wide range of educational and outreach programs, this role is ideal for someone with strong organizational, technical, and multitasking skills who thrives in a dynamic environment where priorities evolve regularly.

This position operates with a high degree of independence and requires sound judgment, initiative, and adaptability.

• The role may supervise the day‑to‑day activities of one or more academic programs, resolve issues exercising discretion to meet unit goals. (20%)
• Coordinates program components, evaluates program effectiveness, and provides recommendations for improvement. (20%)
• Identifies program needs, contributes to developing unit workflows, schedules logistics, and secures resources for meetings, events, and interviews. (20%)
• Provides administrative support to faculty; handles travel arrangements, expense submissions, maintains academic files, manages trainings, updates CVs, bios, and biosketches, ensures credentialing is current, manages and tracks department finances, reconciles credit card, ensures university policies are followed, provides supervision of student hourlies, serves as point person for special visitors, visiting faculty, and other invited guests, ensuring arrangements and logistical expectations are met.
  
  (5%)
• Manages faculty and staff recruitment; coordinates recruitment efforts, requests reference letters, coordinates interview itineraries and travel plans, and onboarding. (5%)
• Manages Department Promotion Packets and Faculty Annual Activity Summary (FAAS) preparation; facilitates promotion documents, oversees course evaluations, compiles teaching evaluations for FAAS. (5%)
• Administers the Ambulatory Program and Early Clinical Education (ECE) Program; coordinates practice participation, liaises with clinic leaders, revises MOUs and student assignments annually, secures student housing, maintains courses in Canvas, summarizes ambulatory statistics, tracks student assignments and grading, serves as resource and point of contact, and conducts site visits. (5%)
• Utilizes independent judgement regarding development, implementation, promotion, and evaluation for one or more academic programs, initiatives, or events. (20%)

Department of Medical Sciences, University of Wisconsin–Madison School of Veterinary Medicine

Minimum $41,244, negotiable based on experience and qualifications

• At least 1–2 years of experience in an administrative or operational support role; experience in an academic and/or medical setting preferred.
• Demonstrated strong organizational, technical, and leadership skills.
• Ability to actively listen, ask thoughtful questions, and analyze stakeholder input to identify both stated and underlying needs, and recommend appropriate solutions and resources.
• Experience in a customer service‑oriented role, with a proven ability to address concerns and resolve issues effectively.
• Excellent interpersonal skills, with the ability to build trust and maintain positive working relationships with diverse groups, including students, faculty, staff, administrators, and the public.
• Working knowledge of project coordination and management principles, including experience using project tracking tools or systems.
• Fa…