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Job Summary
The Wisconsin Alzheimer's Institute (WAI) seeks a Chief Administrative Officer (CAO) to partner strategically with the WAI Director and support the day-to-day operations of this thriving Institute, part of the UW-Madison School of Medicine and Public Health (SMPH).
Our CAO provides key leadership that is central to all aspects of the Institute and is responsible for the smooth execution of administrative, operational and financial functions. The ideal candidate will combine expertise in budgeting, financial management, human resources, and personnel management with skill sets focused on project management, planning, analysis, forecasting, communication, and development.
Responsibilities include supervision of the department's administrative and communications and marketing teams, as well as coordination of the Institute's budget, personnel, technology, facilities and infrastructure needs. In addition, the CAO interfaces with teams at SMPH and the Department of Medicine to ensure support for daily operations including human resources, pre- and post-award support, and other business functions. The CAO will report to the WAI Director as part of the Institute's leadership team, and in that role will need to be collaborative, professional, and able to take the initiative to pursue goals independently. The administrative leader we seek in this position will be able to develop holistic financial and administration strategies necessary to position WAI for continued success as the world of higher education evolves. This leadership role requires regular availability and an onsite presence. Hybrid scheduling options will be discussed during the interview process, however candidates should anticipate being onsite a minimum of three days per week, and as needed, following an initial onboarding period. The initial onboarding period will require greater onsite presence, and its duration will depend on the onboarding needs of the individual hired.
- 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.
- Must provide a valid driver's license. Employees may use their own transportation or receive approval for University Car Fleet usage. Employment is conditional pending the results of a Pre-hire Driver Authorization Check. See https://businessservices.wisc.edu/managing-risk/driver-authorization-and-insurance/driver-authorization/#become-authorized-driver (click on "Become an authorized driver;" then click on "Required criteria").
Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration:
- Grant & Financial Management: Strong knowledge of pre- and post-award grant administration, including proposal preparation, budget development, and monitoring expenditures.
- Policy Compliance: Understanding of federal funding and compliance guidelines (e.g., NIH and NSF) governing research applications and expenditures.
- Operational & Procurement: Ability to coordinate equipment tracking, purchasing, vendor contracts, and logistics for visiting researchers or academic workshops.
- Communication: Strong verbal and written communication and administrative and organizational skills supported by effective use of digital tools and systems
- Decision-Making: Ability to apply sound judgement and discretion in applying and interpreting laws, rules, policies, and procedures as applicable to the position
- Time management and organization: Strong organizational skills and tools to manage competing priorities and deadlines.
Key Job Responsibilities
- Directs strategic planning initiatives and establishes unit objectives to ensure appropriate use of financial, administrative, space, staffing resources, and alignment with the strategic plan. Obtains and validates data needed for strategic decision-making
- Exercises supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 full-time equivalent (FTE) employees
- Provides leadership and oversight in financial operations including developing and administering budgets and oversight of grants management, contracts, and other funds to ensure adherence to accounting practices and compliance with sponsor rules, regulations, and law
- Partners with Center Director and other senior leaders to advance the Center/Institute to a position of academic and professional distinction by fostering excellence in all programs and maintaining, supporting, and successfully renewing appropriate federal, state, and local designations and accreditations
- Provides leadership in center philanthropic activities including donor interaction and coordination of stewardship and prospect development
- Responsible for effective communication and marketing of unit center activities, philanthropic opportunities, community outreach, and accomplishments
- Provides leadership and oversight of all staffing, compliance, information systems, and facility needs for the center or institute
- Manages research administration activities from proposal preparation through closeout on behalf of a unit. Works with program teams to ideate and draft grant proposals. Reviews and approves proposal submissions, contract negotiations, project setups, compliance, and/or financial reporting; coordinates with pre- and post-award staff to ensure sound grants management. Develops and oversees implementation of operations and strategic planning to ensure compliance with regulatory requirements within a school/college/division/unit.
Department
School of Medicine and Public Health, Wisconsin Alzheimer's Institute, WAI Administration
The Wisconsin Alzheimer's Institute (WAI) is a transformational leader in world-class Alzheimer's research, education, and state-of-the-art public and community health programs. Cutting-edge prevention research, innovative education and comprehensive community outreach are hallmarks that distinguish WAI in Alzheimer's disease (AD) diagnosis, prevention and research efforts. Through research initiatives, statewide memory clinic development, education and public health programs focused on both the clinician and caregiver, we identify and provide strategies to reduce dementia risk and offer access to effective care. WAI scientists and program leaders coordinate research-based education and events for caregivers and community members throughout Wisconsin and across the nation.
WAI is comprised of several teams that utilize in-house expertise to drive our mission. These teams work collectively to support our public health efforts, pilot new approaches to improving access to quality dementia diagnostic services, increase our presence through culturally tailored events in the communities we serve and help guide strategic planning efforts to ensure that our academic and business objectives are aligned with our workplace culture.
Compensation
The starting salary for the position is $80,000 annually; but is negotiable based 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
- At least 5 years of professional administrative experience with progressive responsibility in areas such as overseeing office operations, guiding process improvements, and supporting strategic initiatives in a complex organizational environment
- Experience managing financial data, including budget generation and development
- Experience with human resource management or supervision of multiple employees
Preferred Qualifications
- Experience in higher education and/or research administration
- Experience leading and supporting strategic initiatives
- Experience writing, editing, and reviewing programmatic and scientific reports
- Experience providing support and guidance on policy, budget forecasting, and decision making
- Experience with philanthropy strategy and oversight of gift funds
Education
Bachelor's Degree preferred minimum
How to Apply
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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. Failure to submit the required documents will result in no longer being considered for the position.
- Cover letter required
- Resume required
Your cover letter should address how your training and experience aligns with the required and preferred 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.
University sponsorship is not available for this position, including transfers of sponsorship and TN visas. The selected applicant will be responsible for ensuring their continuous 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 the need of an employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility. If you are selected for this position you must provide proof of work authorization and eligibility to work.
The department will not be able to support a request for a J-1 waiver. If you choose to pursue a waiver and apply for our position, neither the UW nor UWMF will reimburse you for your legal or waiver fees
Contact Information
Chanel Vang, clvang@medicine.wisc.edu
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.