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University of Wisconsin-Madison
Wisconsin, United States
Salary Not Specified
Posted date
Aug 2, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Community Relations & Institutional Outreach
Employment Level
Employment Type
Full Time
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Job no: 238221-US
Work type: Partial Remote, Staff-Full Time
Location: Madison
Categories: Office & Administrative Support

Position Summary:

Under general supervision of the Financial Program Manager, this position provides critical oversight for the administrative team of the Office of Research and Sponsored Programs (RSP). The position coordinates complex administrative activities among RSP staff members and University research administrators at various levels. This position must also have knowledge related to federal, state and local government agency sponsors, Foundations, Non-profit organizations and Associations. They must establish and maintain communication links with other external constituencies and assist visitors. In addition, the position processes procurement card transactions and monitors these activities. This position manages the reception areas for RSP, answer phones and be the face of RSP. Additional responsibilities include but are not limited to: calendar scheduling for 500 meetings annually for internal and external committees, and other events, oversee supply requisitions, maintain and update databases, maintenance of files and email lists, shipping, and direction of student hourly employees.

This position requires considerable independent initiative and judgment and a high level of administrative problem-solving and analytic ability. This position requires excellent management and administrative skills, exemplary oral and written communication skills, and human relations skills are mandatory. Excellent organizational skills are essential for success in this position. The employee will act in a consultative role to the RSP Management Team.

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:

No Degree Required

Minimum Years and Type of Relevant Work Experience:

- Knowledge of software programs/systems, such as Microsoft Word, Excel, PowerPoint, and web applications, eRA Commons, WISPER, WISDM and PeopleSoft.
- General knowledge of UW-Madison's policies and procedures related to the administration of extramural support.
- Knowledge of UW System policies and procedures related to travel, purchasing, and event management is preferred.
- Exceptional customer service skills. Ability to build and maintain effective working relationships with colleagues.
- Excellent time management skills and ability to work quickly and accurately under pressure in a fast paced, deadline-oriented environment. Detail oriented with excellent organizational skills.
- Ability to work both independently and in a team environment to manage and coordinate multiple complex projects and programs.
- Must be able to exercise superior judgment and skill in handling sensitive and confidential matters. Must possess excellent communication skills in order to handle inquiries with diplomacy and tact. Proficiency in making a wide variety of decisions, analyzing situations and exercising good judgment.
- Excellent written and verbal communication skills.
- Self-motivated and proactive working style, personable and welcoming attitude and proven ability to collaborate effectively.



Work Schedule:

Monday through Friday. Standard business hours.

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 $16.04 HOURLY
Depending on Qualifications

Instructions to Applicants:

Please click on the "" button to start the application process. You will be required to upload a cover letter and resume.

Please submit a cover letter referring to your related work experience, and a resume detailing your educational and professional background. Please offer examples of your education and/or experience that demonstrate your knowledge of quality customer service, written communication, Microsoft Office, as well as the other expectations outlined in the position description. Cover letters will be used as a writing sample and to determine the best qualified applicants.

Hourly rate will be determined based on skills and experience.

A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. University sponsorship is not available for this position.


Caitlin Wilhelm
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:

University Staff-Ongoing

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: Aug 2 2021 Central Daylight Time
Applications Close: Aug 16 2021 11:55 PM Central Daylight Time

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