Administrative Specialist

The Department of Bacteriology invites applications for Administrative Specialist. The person in this position will function under the general supervision of the Academic Department Manager, and will provide critical support in several department activities: engaging with campus, industry and alumni to promote the department and our activities via seminars, symposia, newsletters and other activities; providing organizational support by issuing and maintaining building access rights, supporting safety measures in labs, assisting with office set-up and moves; and facilitating faculty, staff and student awards by serving on committees, processing awards and managing expenditures. There will be opportunities to work on process improvement and to take on special assignments from the chair and supervisor.

The individual in this position is expected to exercise significant independent initiative, use a high degree of judgment, and apply a high level of administrative, problem solving, and analytical abilities. This position supports department-wide systems, projects, and process development. Excellent time-management skills, demonstrated organizational skills, exemplary oral and written communication skills, and human relations skills are essential to this position.

• 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

• 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

• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success

College of Agricultural and Life Sciences (CALS), Department of Bacteriology-Administration

The anticipated salary range for this position is $50,000 - $60,000. However, final salary will depend on experience and qualifications. Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Additional benefits information can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/fasl.pdf

* Professional administrative experience.
* Experience using Microsoft Office Suite and Google Workspace tools used for creating, distributing and storing documents.
* Demonstrated strength in verbal and written communication skills to a variety of audiences (e.g., professional emails, presentations, reports to internal and external audiences; responding to inquiries from colleagues or students; adjusting communication style as needed; attention to detail).
* Ability to prioritize and complete concurrent projects amidst evolving priorities and needs encountered during the workday.

* Experience with desktop publishing programs such as InDesign or Canva.
* Experience interpreting and implementing policies/guidelines for an organization, work unit, team, etc.
* Experience in budget management, financial tracking, fund reconciliation, and preparing financial reports.

Associate's degree in relevant field or comparable work experience.

Work Schedule:

Normal hours are 7:45am - 4:30pm, Monday through Friday.

Headquarters Location (official location of work):

Microbial Sciences Building, 1550 Linden Drive, Madison, WI

Click on the "Apply Online" button to start the application process. You will be prompted to upload the following documents/application materials:

Be prepared to upload one document that contains: (1) Cover letter addressing qualifications, and (2) resume or CV detailing your educational and professional background. Finalists will be asked to provide three professional references, one of which must be a current or previous supervisor. References will not be contacted without prior notice.

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 of the selection process.

* Criminal Background Check may be required

* Evaluation period may be required

Work Authorization:

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of the appointment. University sponsorship is not available for this position.

College of Agricultural and Life Sciences (CALS), HR Manager, Erin Cook at erin.cook@wisc.edu

College of Agricultural and Life Sciences (CALS), HR Generalist, Veronica Pierce at veronica.pierce@wisc.edu

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