Administrative Specialist

Administrative AssistantThe 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 packagesServes 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 operationsCoordination of faculty searchesParticipates on committees and attends meetings, representing the interests and goals of the departmentCoordination of monthly faculty meeting agendas,Serves as the department's Property Control Administrator, overseeing property-related responsibilitiesPartners 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 chairsCoordinates schedules, logistics, and resources for the work unit, helping ensure smooth and efficient day-to-day operationsProcurement Card, SHOPUW+ and e-reimbursementCompensation: 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: Qualifications:Experience in an administrative support role requiring excellent organizational and time management skills to address competing priorities and a high variety of daily responsibilitiesExperience organizing and managing operational details and logistics including scheduling, calendar management and coordinating meetingsExperience 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 transportationExperience with financial processes and systems including purchasing card transactions and other procurement activitiesEducation: 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 managementTo 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 LetterResumeIMPORTANT: 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 of the selection process.Institutional Statement on Diversity: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.The University of Wisconsin-Madison is an Equal Opportunity Employer.Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7). The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.