Administrative Manager

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 Manager

Job summary:

The Administrative Manager provides essential administrative and operational leadership and support for the Department of Medical History and Bioethics (MHB) within the University of Wisconsin School of Medicine and Public Health. This position oversees and executes the day-to-day functions of the department, including budgeting, curriculum administration, purchasing, travel support, and expense reimbursement processes, event planning and support, departmental communications, and website management. The Administrative Manager serves as a key liaison between MHB faculty, students, and internal and external stakeholders, ensuring the effective delivery of academic programs and compliance with university and school policies. The role also contributes to the preparation of proposals for funding and/or funding continuation from outside sponsors and ensures continuity of sponsored program documentation and reporting. The Administrative Manager supports a collaborative, student-centered environment and contributes to the department's mission at the intersection of medical history, bioethics, and the broader medical humanities.

Successful candidates for the position will possess the following skills and attributes:

Strong organizational and time management skills, with the ability to manage multiple concurrent priorities and deadlines across program areas

Excellent attention to detail

Effective written and verbal communication skills, including the ability to communicate clearly with students, faculty, and institutional stakeholders in a hybrid work environment

Ability to collaborate with various partners within an organization

Customer service orientation with the ability to provide responsive, accurate support to students and faculty

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:

Responsible for website management and department communications

Contributes to the preparation of proposals for funding and/or funding continuation from outside sponsors

Responsible for curricular support and administration

Leads the development and preparation of periodic reports and financial statements, and records progress, status, or other special reports for leadership or external agencies

Responsible for events management and planning

Plans, implements, executes, and evaluates existing strategies and objectives for a program and makes recommendations to unit leadership for program or function enhancement

May assist in the development and monitoring of the unit or program budget and approve unit expenditures

Identifies workflow needs, contributes to the development of strategic and operational solutions, allocates resources, and implements new or revised unit operational policies and procedures

Schedules logistics and secures resources for program activities across multiple work units to ensure optimum efficiency and compliance with appropriate policies, procedures, and specifications

May exercise 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 FTE or equivalent employees

Department:

School of Medicine and Public Health, Department of Medical History and Bioethics

Compensation:

The minimum salary for the position is $75,000 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.

Required qualifications:

Minimum of three years of experience in an administrative setting, with demonstrated responsibility for departmental operations, program administration, budget management, or a closely related administrative function

Proficiency with standard office and productivity software, including spreadsheet and communication platforms

Prior experience interpreting and applying institutional policies and/or compliance requirements

Preferred qualifications:

Experience working within a School of Medicine, Public Health, or Liberal Arts institution

Experience working with UW policies and procedures

Experience with Workday

Familiarity with university curriculum management systems such as SIS, OASIS, or equivalent platforms

Experience supporting sponsored program proposals, documentation, grant reporting, or research administration

Experience coordinating events, meetings, or programs in an academic or professional setting

Experience managing or contributing to departmental communications, website content, or social media

Education:

Bachelor's degree in business administration, public administration, education, humanities, or a related field is 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 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.

Contact information:

Richard Keller, ..., ...

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.

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.