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Job Category:
Academic Staff
Employment Type:
Regular
Job Profile:
Administrative Specialist
Job Summary:
The Administrative Specialist provides advanced-level, critical organization and support to advance the goals and objectives for the Research Division of the Department of Otolaryngology–Head & Neck Surgery. The Administrative Specialist serves as a key resource to the department’s Vice Chair for Research, Associate Director for Research, faculty, and academic staff, while exercising discretion and independent judgment in support of complex administrative, academic, and research functions. This role may support multiple programs, services, and activities across the research enterprise. The position is responsible for coordinating and managing a wide range of administrative operations, including research support activities, compliance tracking, and communications.
The Administrative Specialist also supports departmental research initiatives, including coordination of internal funding opportunities, metrics tracking such as publications and presentations, and may provide backup support to affiliated research networks or collaborative programs. The position works closely with Associate Director for Research to establish priorities and ensure timely completion of competing projects.
Success in this role requires excellent administrative, organizational, communication, and interpersonal skills, along with strong attention to detail and the ability to manage multiple priorities independently. Proficiency with computer systems and web-based research tools is essential. The position demands a high level of professionalism, discretion, and the ability to work effectively with diverse faculty, staff, and research stakeholders in a dynamic academic environment.
Duties are performed under limited supervision, with significant autonomy in planning, organizing, and implementing work. The position reports to the Associate Director for Research leadership within the Department of Otolaryngology–Head & Neck Surgery.
This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location.
Key Job Responsibilities:
- 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
Assist Research Administrator with grant preparation, essential documentation, and progress reports
- 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)
Coordinates the daily operations of the office and supports office-level administrative duties and processes
Assist with oversight and management of the Voice T32 Training program
Department:
School of Medicine and Public Health, Department of Otolaryngology-Head and Neck Surgery, Research Administration
The Department of Otolaryngology-Head and Neck Surgery at the University of Wisconsin School of Medicine and Public Health (Oto-HNS) is renowned for its cutting-edge clinical care, pioneering research and comprehensive surgical training. We are pushing the boundaries of medical science to improve patient outcomes across Wisconsin and beyond.
Compensation:
The starting minimum salary for the position is$50,000 annually. Actual pay will depend on experience and qualifications.
Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. For more information, refer to the campus benefits webpage.
Required Qualifications:
Experience in an administration-focused role, such as general administration, operations, or finances/accounting.
Demonstrated high level of attention to detail and accuracy in tasks and projects.
Excellent administrative and organizational skills, and the ability to manage and prioritize concurrent projects.
Proven ability to provide timely, accurate customer service and administrative support to a variety of stakeholders with minimal oversight.
Strong written and verbal communication skills, including producing professional emails, reports, or summaries tailored to different audiences.
Demonstrated ability to work independently, as well as function effectively in a team and with a diverse group of people.
Have knowledge of and/or ability to make air and lodging travel arrangements.
Strong analytical skills with proficiency with position-related software (MS Office Suite, especially Excel, virtual meeting platforms, Google suite), and ability to quickly learn new platforms.
Preferred Qualifications:
Experience working at a higher education institution.
Experience with assigning and tracking funding for multiple accounts and sources.
Experience interpreting and implementing policies/guidelines in higher education.
Experience working in an academic environment and/or Research Division.
Education:
Associate’s degree preferred
How to Apply:
For the best experience completing your application, we recommend using Chrome or Firefox as your web browser.
To apply for this position, select either “I am a current employee” or “I am not a current employee” under Apply Now. You will then be prompted to upload your application materials.
Important: The application has only one attachment field. Upload the following documents in that field, either as a single combined file or as multiple files in the same upload area.
• Cover letter
• Resume
Your cover letter should highlight how your skills and experience align with the qualifications listed above. Application reviewers will rely on these written materials to determine which applicants move forward in the process. References will be requested from final candidates. All applicants will be notified once the search concludes and a candidate is selected.
Contact Information:
Caitlin Spaulding, [email protected], 608-265-1325
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
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.
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