Administrative Specialist

Department of Pathobiological Sciences, University of Wisconsin – School of Veterinary Medicine

About the role

The Administrative Assistant provides support for the administrative functions of Pathobiological Sciences. Reporting to the Department Administrator, this role engages daily with School of Veterinary Medicine staff, departmental faculty, and other stakeholders while managing multiple projects. This position is ideal for someone with strong organizational, technical, and multitasking skills who operates with a high degree of independence.

Responsibilities

• 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 packages.
• Serves 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 operations.
• Coordinates faculty searches and participates on committees, representing the interests and goals of the department.
• Coordinates monthly faculty meeting agendas.
• Serves as the department's Property Control Administrator, overseeing property-related responsibilities.
• Partners with the Department Administrator to support daily operations, recurring monthly and annual deadlines, and overall departmental administration; provides assistance to the department chair and associate chairs.
• Coordinates schedules, logistics, and resources for the work unit to ensure smooth and efficient day-to-day operations.
• Handles Procurement Card, SHOPUW+, and e-reimbursement processes.
• Schedules logistics and secures resources for a designated work unit (50% of role).
• Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems (15% of role).
• Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and align with established strategies (20% of role).

Requirements

• Experience in an administrative support role requiring excellent organizational and time management skills to address competing priorities and a high variety of daily responsibilities.
• Experience organizing and managing operational details and logistics including scheduling, calendar management, and coordinating meetings.
• Experience using Microsoft Office Suite and ancillary systems to support business operations (e.g., Workday or other systems for human resources, finance, and program management).

Qualifications

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 management.

Preferred Qualifications

• Experience coordinating conference and business-related travel including booking hotels, registration for conferences, assisting with expense reporting, and coordinating ground and air transportation.
• Experience with financial processes and systems including purchasing card transactions and other procurement activities.

Pay

The minimum starting salary for this position is $55,000. Final salary will be based on experience and qualifications.

Benefits

• Generous vacation, holidays, and paid time off.
• Competitive insurance and savings accounts.
• Retirement benefits.

Additional benefits information can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/fasl.pdf.