Administrative Specialist

This position provides comprehensive administrative support to the Wisconsin Cooperative Wildlife Research Unit (CO-OP) and the Department of Forest and Wildlife Ecology within the Russell Labs Administrative Hub. The role ensures the effective day-to-day operation of program and departmental activities through coordination of logistics, financial tracking, communications, and implementation of university policies and procedures.

The position manages event and meeting coordination, purchasing and travel processes, reporting and data tracking, and departmental communications, including newsletters and website updates. In addition, the role provides specialized post-award administrative support for externally funded research projects, including compliance and reporting requirements associated with a federal cooperative research unit partnership. The incumbent exercises independent judgment, prioritizes competing responsibilities, and collaborates closely with faculty, staff, students, and external partners to support operational and research objectives.

• Provides specialized post-award administrative support for externally funded research projects, including compliance and reporting requirements unique to a federal cooperative research unit partnership.

• Serves on committees and attends meetings, representing the interests of the unit or program

• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success

• Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems

• Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)

• Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies

Russell Laboratories Administrative Service Center

$53,000-$68,000

• Demonstrated experience managing multiple priorities and consistently meeting deadlines in a fast-paced environment.
• Experience managing financial tracking; (i.e. Workday or similar financial systems) and business processes such as reporting, budgeting, expense reports/reconciliations, etc.
• 2 years of experience interpreting and enforcing higher education policies related to purchasing, travel, and event planning.
• Demonstrated experience using standard office software (e.g., Microsoft Office or Google Workspace) to complete work tasks (e.g., document creation; i.e. reports, letters; data tracking; reporting).

• Demonstrated experience collaborating with cross-functional teams and communicating effectively with diverse stakeholders (e.g., faculty, staff, or external partners).
• One year of experience with post award grant management in higher education.

Bachelor's Degree Preferred Minimum.

Click on the "Apply Online" button to start the application process. You will be prompted to upload the following documents/application materials:

Resume (required) - Detail your educational and professional background

Cover letter (required) - Refer to your related work experience

It is important that your cover letter and resume reflect your experience for this position related to the Qualifications section. Your application materials will be used during our evaluation to determine your qualifications as they relate to the job. The most qualified applicants will be invited to participate in the next step of the selection process.

For questions, please contact Amy Ducy at amy.ducy@wisc.edu.

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. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

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.