Administrative Specialist

Job Details

Salary:
***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:

This position provides comprehensive administrative support to the Wisconsin Cooperative Wildlife Research Unit (CO-OP) and the Department of Forest and Wildlife Ecology within the Russell Labs Administrative Hub. The role ensures the effective day-to-day operation of program and departmental activities through coordination of logistics, financial tracking, communications, and implementation of university policies and procedures.

The position manages event and meeting coordination, purchasing and travel processes, reporting and data tracking, and departmental communications, including newsletters and website updates. In addition, the role provides specialized post-award administrative support for externally funded research projects, including compliance and reporting requirements associated with a federal cooperative research unit partnership. The incumbent exercises independent judgment, prioritizes competing responsibilities, and collaborates closely with faculty, staff, students, and external partners to support operational and research objectives.

Key Job Responsibilities:

• Provides specialized post-award administrative support for externally funded research projects, including compliance and reporting requirements unique to a federal cooperative research unit partnership.
• 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:

Russell Laboratories Administrative Service Center

Compensation:

$53,000-$68,000

Required Qualifications:

• Demonstrated experience managing multiple priorities and consistently meeting deadlines in a fast-paced environment.
• Experience managing financial tracking; (i.e. Workday or similar financial systems) and business processes such as reporting, budgeting, expense reports/reconciliations, etc.
• 2 years of experience interpreting and enforcing higher education policies related to purchasing, travel, and event planning.
• Demonstrated experience using standard office software (e.g., Microsoft Office or Google Workspace) to complete work tasks (e.g., document creation; i.e. reports, letters; data tracking; reporting).

Preferred Qualifications:

• Demonstrated experience collaborating with cross-functional teams and communicating effectively with diverse stakeholders (e.g., faculty, staff, or external partners).
• One year of experience with post award grant management in higher education.

Education:

Bachelor's Degree Preferred Minimum.

How to Apply:

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

Resume (required) - Detail your educational and professional background

Cover letter (required) – Refer to your related work experience

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**.

Contact Information:

For questions, please contact Amy Ducy at amy.ducy@wisc.edu.