Administrative Specialist

Current Employees:
If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Administrative Specialist

Job Summary:

The Administrative Specialist provides critical administrative organization and support to advance the goals and objectives for programs in the Economics Department. It is responsible for professional work across a variety of administrative service areas including budget, finance, and procurement with impact across the institution in support of departmental goals.

This position is in the Department of Economics, a large, complex department in the College of Letters & Science, consisting of 1,700+ undergraduate majors, 150+ master's students & 140+ PhD students. This position assumes delegated authority from the Department Administrator to run financial day-to-day administrative processes necessary to keep the department operating optimally. This position will work closely with the College of Letters & Science Administrative Regional Team (ART).

In this position, you can expect to:

* Establish and grow relationships with program coordinators, staff, faculty, L&S Administrative Regional Team (ART), and others across campus to ensure positive collaboration that aligns with department's needs and goals.

* Participate in campus workshops and trainings to ensure department stays in compliance with all Federal, State and campus policies.

* Negotiate and prepare data use agreements, non-vendor contracts, official function forms, honorariums, leasing and purchasing agreements.

* Manage the department's travel coordination, reimbursements, and communications for PhD visit day, faculty recruitment and department workshop and visitors programs, consisting of approximately 70 guests/semester, from inception to final payment.

* Procure research and teaching equipment, materials, and supplies.

* In partnership with Economics Department Leadership and L&S Administrative Regional Team (ART), supply funding sources for all financial and payroll transactions, keep track of all account balances, and provide reports as necessary.

* Determine and execute methods for disbursing various types of funds.

* Assistant Building Manager in charge of building keys, day-to-day building activities and attending campus-wide building manager meetings.

* Other duties as assigned.

Key

Job Responsibilities:

* 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

* Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems

* Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)

* Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies

Department:

College of Letters & Science | Department of Economics

Compensation:

The typical starting salary for this position is $56,000 to $62,000 depending on qualifications and experience. Employees in this position can expect to receive benefits such as generous vacation, holidays and paid time off; competitive insurances and saving accounts; and retirement benefits.

Required Qualifications:

* Strong analytical skills with proficiency in MS Office Suite, especially Excel, with ability to interpret data, identify trends, and prepare clear reports or recommendations.

* Demonstrated high level of attention to detail and accuracy in a fast-paced environment.

* Proven ability to provide timely, accurate customer service and administrative support to a variety of stakeholders with minimal oversight (sometimes after hours).

* Strong organizational and planning skills managing multiple concurrent projects or workflows for multiple stakeholders.

* Strong written and verbal communication skills, including producing professional emails, reports, or…