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Administrative Specialist

University of Wisconsin-Madison
Wisconsin, United States
Salary Not Specified
Posted Date
Sep 8, 2023

Minimum $50,000 ANNUAL (12 months)
Depending on Qualifications

Job Summary:

The Office of Informatics and Information Technology is looking for an enthusiastic Administrative Specialist to provide complex administrative coordination and support to the Senior Directors, Directors, and the Informatics and Information Technology team. This role is responsible for supporting and organizing meetings, managing a purchasing card and reconciliations, and performing some behind the scenes administrative support. The individual in this position is expected to exercise significant independent initiative, use a high degree of judgment, and apply a high level of administrative, problem solving, and analytical abilities. This position supports department-wide systems, projects, and process development. Excellent time management skills, demonstrated organizational skills, exemplary oral and written communication skills, and human relations skills are essential to this position. This Administrative Specialist performs a variety of professional and support functions to ensure day-to-day operations are in compliance with University policies and procedures, State and Federal policies, as well as the policies of UW Health and UW Medical Foundation. The incumbent is self-motivated and works effectively, efficiently and, as necessary, diplomatically with a wide range of people across SMPH, UW Health and the UW campus.

SMPH is committed to being a diverse, equitable, inclusive and anti-racist workplace and is an Equal Employment Opportunity, Affirmative Action employer. Applications from Black, Indigenous and People of Color (BIPOC) individuals, LGBTQ+ and non-binary identities, women, persons with disabilities, military service members and veterans are strongly encouraged.

Responsibilities: Responsible for a variety of professional level work across a variety of administrative service areas including budget, finance, procurement, and human resources with impact across the institution in support of unit or institutional goals.
  • 25% Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
  • 25% Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success
  • 15% Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
  • 20% Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
  • 15% Serves on committees and attends meetings, representing the interests of the unit or program
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


Bachelor's Degree


- Minimum one year of administrative experience
- Ability to understand and operate in a complex organizational environment, including the ability to respond professionally and nimbly to changing circumstances
- Ability to handle multiple tasks/responsibilities and to independently organize and coordinate diverse activities effectively
- Ability to exercise independent judgment and set own priorities to meet the demands of the position
- Excellent interpersonal and human relationship skills
- Excellent verbal and written communication skills, with an attention to detail always, including the ability to communicate thoughtfully and professionally with stakeholders both within and outside the Office of Informatics and IT
- Excellent computer skills, including word processing, spreadsheet, electronic calendar management and database management

- Professional experience supporting complex projects, administrative and research efforts

Work Type:

Full Time: 100%

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.

Appointment Type, Duration:


Additional Information:

The 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.

How to Apply:

To apply for this position, please click on the "" button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience as it relates to this role. You will also be asked to provide contact information for three (3) references, including your current/most recent supervisor during the application process. References will not be contacted without prior notice.


Cody Roekle
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Specialist(AD006)


A53-MEDICAL SCHOOL/Informatics and IT

Employment Class:

Academic Staff-Renewable

Job Number:


The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, 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 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:

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 .

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