ADMINISTRATIVE PROGRAM SPECIALIST

Job no: 232765-AS
Work type: Staff-Full Time
Department: FP&M/PP FM/SUPPORT CONTRACT
Location: Madison
Categories: Accounting, Finance, Purchasing, Architecture, Construction, Planning, Engineering, Grant, Research, Contract Management, Office & Administrative Support, Quality, Risk Management and Compliance



Position Summary:

This position provides administrative support in the UW-Madison, Facilities Planning & Management, Physical Plant, Facility Support Contract unit and works under the general supervision of the Facility Support Contract Supervisor. The Physical Plant utilizes a wide range of service contracts to support facility maintenance, repair and improvement requirements. Responsibilities include review and processing of service requests and construction contract documents, along with various other organizational administrative needs. An understanding of Procurement processes, State of Wisconsin contracts, UW-Madison contracts, State statutes and Board of Regent policies will be essential.

The position works closely with the UW-Madison staff requesting the service work as well as the vendors and contractors being contracted to provide services. The employee must be skilled in time management, prioritization and communication. Organization and details matter; service requests and contractor payments require accuracy and quick turnaround.

Work is managed in a Computerized Maintenance Management System (CMMS). The office is centrally located on campus in a professional environment, adjacent to both the Physical Plant Directors suite and working trade shops. The position would begin in a telecommuting setting until directed to return to the physical office environment.

The University of Wisconsin, Facilities Planning and Management, is committed to the highest standard of customer relations' principals for its customers, fellow staff member, students, and visitors. Staff will serve as role models by practicing exemplary behaviors when working with customers and fellow staff members.

Position Duties:

List of Duties

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.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Degree and Area of Specialization:

Bachelor's degree with major studies in engineering, logistics, supply chain management, business or construction management preferred, or one year of relevant professional work experience in office administration, purchasing or construction administration will equal one year of applicable higher education level requirement.

Minimum Years and Type of Relevant Work Experience:

Five years of relevant professional work experience in office administration, purchasing or construction administration.

A self-starter with the ability to work independently. Knowledge of contracting or purchasing is desirable.

Additional Information:

- Proficiency in a wide range of software programs and databases including the Microsoft Office suite with emphasis on Excel for data management and pivot table reporting.
- Ability to use a Computerized Maintenance Management System (CMMS).
- Knowledge of construction/facility maintenance/grounds terminology.
- Knowledge of purchasing or contracting principles.
- Ability to research and interpret regulations.
- Proficiency in customer service.
- Ability to develop reports and presentations.
- Ability to analyze and interpret data reports.
- Ability to be creative, flexible, self-motivated and quality oriented.
- Ability to exercise a strong sense of priority and time management to effectively track the progress of multiple projects to ensure timely completion.
- Ability to maintain a professional and service-oriented relationship with customers and coworkers.
- Ability to present a neat, clean appearance.

Department(s):

A717703-FACILITIES PLNG AND MGMT/PP FM/SUPPORT CONTRACT

Work Type:

Full Time: 100%

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $53,000 ANNUAL (12 months)
Depending on Qualifications

Instructions to Applicants:

To be considered, applications must be submitted online. To apply for this position you will need to upload a resume and cover letter. We will also require contact information for three professional references, one of which must be your current supervisor. We will not contact your current supervisor without advance notice.

A criminal background check will be conducted on all finalists.

In the event you are required to work in or around animal facilities, you will be enrolled in the appropriate medical surveillance program.

Please note that successful applicants are responsible for ensuring their 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 need of employer sponsorship) on or before the effective date of appointment.

Contact:

Dawn Bierman
dawn.bierman@wisc.edu
608-265-4057
Relay Access (WTRS): 7-1-1 (out-of-state: TTY: 800.947.3529, STS: 800.833.7637) and above Phone number (See RELAY_SERVICE for further information. )





Official Title:

ADMIN PROGRAM SPEC(R07DN)

Employment Class:

Academic Staff-Renewable

Job Number:

232765-AS

The University of Wisconsin is an Equal Opportunity and Affirmative Action Employer. We promote excellence through diversity and encourage all qualified individuals to apply.

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/

The University of Wisconsin-Madison is engaged in a Title and Total Compensation (TTC) Project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change. Job duties and responsibilities will remain the same. For more information please visit: https://hr.wisc.edu/title-and-total-compensation-study/ .

Employment will require a criminal background check. It will also require you and your references to answer questions regarding 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 .

Applications Open: Mar 25 2021 Central Daylight Time
Applications Close: Apr 27 2021 11:55 PM Central Daylight Time