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University of Wisconsin-Madison
Wisconsin, United States
Salary Not Specified
Closing date
Aug 12, 2021

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Position Type
Faculty Positions, Health & Medicine, Medicine, Administrative, Academic Affairs, Research Administration, Business & Administrative Affairs, Business & Administrative Support, Grants & Contracts
Employment Level
Employment Type
Full Time
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Job Details

Job no: 237520-AS
Work type: Partial Remote, Staff Full or Part Time, Staff-Full Time, Staff-Part Time
Location: Madison
Categories: Grant, Research, Contract Management, Health Care, Medical, Social Services, Office & Administrative Support, Research, Scientific

Position Summary:

The Department of Family Medicine and Community Health (DFMCH) is one of the largest and most complex clinical departments in the UW Madison, School of Medicine and Public Health. The UW DFMCH is currently one of the top Family Medicine departments in funding. The department has multiple faculty members with NIH funded research programs and administers HRSA and NCCAM research fellowships that serve our fellows.

This position provides the primary administrative support for the Research Services Administration, faculty and academic staff in the Department of Family Medicine and Community Health (DFMCH) Research Program. In addition, this position provides back up support for the Wisconsin Research and Education Network (WREN). The Administrative Specialist provides technical and compliance support to Research Faculty and Scientists and must maintain knowledge of complex policies and regulations guiding the research function. This position also assists with coordinating the DFMCH Small Grants Program.

The primary skills needed include the ability to communicate clearly with multiple faculty and staff, the ability to manage multiple projects, ability to use web resources for research support, and work with the Research Services Administration to determine priorities. This position requires excellent administrative, organizational, oral and written communication, and technical skills to assist the DFMCH Research Core and leadership team. The Administrative Specialist works with the diverse elements of the academic and research environment, supports varying needs of individual research investigators and manages competing priorities. Some duties include assisting in the preparation of grants and journal articles for submission, providing knowledge of and assistance with obtaining appropriate copyright agreements, monitoring compliance with Human Subject/HIPAA training, and coordinating, accessing and using web-based information to support researchers. In addition, this role assists DFMCH principal investigators in gathering data and materials in preparation of grant proposals. This Administrative Specialist reports to the DFMCH Research Program Director.

The School of Medicine and Public Health has a deep and profound commitment to diversity both as an end in itself but also as a valuable means for eliminating health disparities. As such, we strongly encourage applications from candidates who foster and promote the values of diversity and inclusion.

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 in health administration, the biological sciences, the social sciences, business management, or related field required.

Minimum Years and Type of Relevant Work Experience:

- 2 years' experience providing administrative support or leadership in a professional academic, research, public health, community, or clinical health care setting required. Knowledge of clinical/health research principles preferred.
- Proficiency with Microsoft Office tools (Word, PowerPoint, Excel (ability to create spreadsheets and formulas, navigate large and complicated spreadsheets) and Adobe PDF is required.
- Prior experience working with confidential or sensitive information preferred.
- Experience scheduling meetings and maintaining multiple calendars preferred
- Ability to use web-based resources such as those for information retrieval for UW requirements, funding agency requirements, federal regulations, and the database of research proposals is preferred.
- Existing knowledge of University of Wisconsin-Madison policies and procedures including travel and purchasing is preferred.
- Existing knowledge of grants and associated compliance regulations is preferred.

Preference will be given to candidates with the following experience:
- Experience communicating effectively (written and spoken)
- Strong analytical and technical skills
- Ability to manage multiple detailed projects simultaneously and under tight deadlines

Prefix assignment determined by years of relevant work experience.

A minimum of 7 years of experience is required for an appointment at the senior level.

Additional Information:

To see the principal duties of this position, please click on the "List of Duties" link above.

Effective January 1, 2020, the U.S. Department of Labor Fair Labor Standards Act (FLSA) will be updated to require that positions earning less than $35,568 annually be considered non-exempt under FLSA provisions for overtime (see ). Based on these rules, if the person selected for this recruitment will earn less than the new salary threshold at January 1, 2020 ($35,568 annually), he/she will be an academic staff non-exempt employee, will be paid hourly, and will receive overtime compensation for any hours worked over 40 in a workweek.

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. The Department of Family Medicine and Community Health does not sponsor work visas. Any appointment made will be contingent on the applicant being able to prove valid work status to work in the United States.



Work Type:

Full or Part Time: 50% - 100%

This position requires 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.

Appointment Type, Duration:



Minimum $45,643 ANNUAL (12 months)
Depending on Qualifications

Instructions to Applicants:

To apply for this position, please click on the "" button. You will be asked to upload a resume and cover letter as a part of the application process. Please ensure that the resume and cover letter address how you meet the minimum/preferred qualifications for the position. You will also be asked to provide three professional/supervisor references during the application process. References will not be contacted without prior notice.


Paige Neumeyer
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:


Employment Class:

Academic Staff-Renewable

Job Number:


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:

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: .

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: Jul 27 2021 Central Daylight Time
Applications Close: Aug 10 2021 11:55 PM Central Daylight Time

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