Operations and Administrative Specialist

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Job Category:

Employment Type:

Job Profile:

Job Summary:

The Operations and Administrative Specialist provides administrative and operational support to the Office of the Dean reporting to the Deans Executive Assistant. This position requires a high level of independent judgment professionalism and the ability to manage complex projects with minimal supervision. The Operations and Administrative Specialist ensures efficient daily operations supports financial and human resources workflows coordinates events and serves as a key liaison across departments and stakeholders. The role contributes to process improvement continuity of operations and effective communication within Wisconsin School of Business (WSB).

Administrative and Operational Support

• Provides advanced administrative support to the Associate Deans including scheduling correspondence and coordination of office operations.

• Serves as the Office of the Deans Workday Champion acting as a liaison between HR Financial Management Office (FMO) and the Office of the Dean to ensure accurate and timely processing of personnel and financial transactions.

• Maintains office procedures identifies opportunities for process improvement and implements solutions to enhance operational efficiency.

Project and Event Management

• Independently manages complex highpriority projects from initiation through completion ensuring alignment with institutional goals and deadlines.

• Coordinates meetings events and initiatives requiring crossdepartmental collaboration logistical planning and communication with internal and external stakeholders.

Financial and HR Workflow Support

• Processes financial transactions including expense reimbursements and Pcard reconciliation ensuring compliance with institutional policies and timelines.

Student Employee Supervision

• Recruits trains schedules and supervises student employees.

• Provides ongoing development performance feedback and skillbuilding opportunities to support student success and office effectiveness.

Campus and Community Engagement

• Represents the Office of the Dean in campuswide initiatives including Partners in Giving and other engagement programs.

• Supports communication efforts that strengthen relationships across departments units and external partners.

Key Job Responsibilities:

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

• 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

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

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

Department:

Wisconsin School of Business Office of the Dean

Compensation:

The minimum salary for the position is $52000. Actual starting salary will be based on experience and qualifications.

The employee in this position can expect to receive benefits such as generous vacation holidays and paid time off; competitive insurances and savings accounts; retirement benefits. Benefits information can be found at ( Qualifications:

• Minimum of one year professional experience in higher education office environment or related field.

Preferred Qualifications:

• Demonstrated experience providing administrative support in a complex fastpaced office environment.

• Strong organizational and timemanagement skills with the ability to prioritize multiple tasks and meet deadlines.

• Experience coordinating projects or managing project workflows.

• Foundational knowledge of financial processes such as expense reconciliation purchasing or budget tracking.

• Ability to work independently exercise sound judgment and maintain confidentiality.

• Excellent written and verbal communication skills including the ability to interact professionally with diverse stakeholders.

• Proficiency with office productivity tools and business systems (e.g. Microsoft Office Suite Workday or similar platforms).

• Prior responsibility for supervising training or mentoring student employees.

• Demonstrated ability to manage complex or highvisibility projects with minimal supervision.

• Experience coordinating events meetings or multistakeholder initiatives.

• Commitment to process improvement and operational efficiency.

Education:

• Bachelors Degree Preferred

How to Apply:

Click the Apply button to start the application process.

You will be prompted to upload the following documents:

• Resume

• Letter of Qualifications

Applicants should attach a letter of qualifications and resume detailing their training and experience relating to the required and preferred qualifications referenced above. The application reviewers will be relying on written application materials to determine which qualified applicants will advance in the recruitment process. The search committee will review all application materials after the posted deadline. We will notify selected applicants to participate further in the selection process directly. References will be requested of final candidates. All applicants will be notified after the search is complete and a candidate has been selected.

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 Information:

Se Ann Yang

Relay Access (WTRS): 7-1-1. SeeRELAYSERVICEfor further information.

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.

The University of Wisconsin-Madison is an Equal OpportunityEmployer.

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 backgroundsand 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 accommodationfor 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 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.