PT Administrative Specialist

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Job Category:

Employment Type:

Job Profile:

Job Summary:

This role provides comprehensive administrative fiscal and operational support through expert use of Workday ShopUW SIS and UW travel systems while ensuring full compliance with university financial and privacy policies. Responsibilities include budget tracking procurement scholarship and foundation fund administration course and student records management and seamless coordination of travel conferences and major academic events. The position requires strong project management skills clear communication with diverse stakeholders and a serviceoriented solutionsfocused approach to navigating fastpaced workflows system updates and unexpected challenges with professionalism and accuracy.

• This position requires work to be completed onsite at a designated campus work location.
• Schedule: Monday through Friday 8:00a.m.- 4:30p.m.

Candidates who demonstrate the following knowledge skills and abilities will be given first consideration

Fiscal Management & Workday Proficiency

• Hands-on expertise with Workday for account tracking purchasing card reconciliation expense reports and year-end close; ability to interpret budgets monitor spend and flag variances.

Procurement & Compliance (ShopUW / UW Purchasing)

• Working knowledge of ShopUW and UW procurement policies and procedures; skilled in creating and managing purchase orders vendor coordination and audit-ready documentation.

Scholarship & Foundation Fund Administration (WFAA)

• Experience managing WFAA accounts (including 233/Gift Routing) executing scholarship cycles and ensuring donor intent and fund restrictions are met with accurate reporting.

Student Information Systems & Registrar Processes (SIS)

• Proficiency in SIS for course scheduling session codes matriculation withdrawals permissions (e.g. PT 799) posting degrees and coordinating licensure paperwork.

Event & Logistics Management

• End-to-end planning and execution for major academic events (Visiting Lecture Hooding and White Coat ceremonies alumni functions); room reservations catering AV coordination run-of-show and post-event evaluation.

Travel & Conference Coordination (Concur / UW Travel)

• Skill in booking airfare lodging and registrations via UW Travel/Concurincluding urgent after-hours needswhile maintaining policy compliance and cost efficiency.

Stakeholder Communication & Relationship Management

• Clear professional written and verbal communication across faculty students donors alumni SMPH units UW Health and campus services; aptitude for drafting newsletters and donor acknowledgments.

Project Management & Prioritization

• Ability to manage multiple concurrent workflows (budget cycles admissions events global health trips) set timelines track milestones and deliver consistently under deadlines.

Data Integrity Privacy and Policy Awareness

• Commitment to accurate records secure handling of student/financial data and adherence to institutional policies (e.g. FERPA) travel/fiscal rules and audit standards.

Service Orientation Adaptability and Problem-Solving

• Calm solutions-focused approach to unexpected issues (facility repairs schedule changes AV or travel disruptions); resilient and adaptable amidst system updates and budget constraints.
• Ability to work in a fast-paced demanding environment that is well-supported.

Key Job Responsibilities:

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

• Assists with the administration and implementation of student testing and ensures all protocols and regulations are followed.

• 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

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

Department:

School of Medicine and Public Health Office of Academic Affairs Doctor of Physical Therapy Program PT-administrative

The Doctor of Physical Therapy (DPT) program at UWMadison is a threeyear professional doctoral program within the School of Medicine and Public Health notable for being one of the first three PT programs in the nation accredited by the American Physical Therapy Association in 1929. It enrolls a cohort of 40 students each June and features an integrated curriculum combining basic science clinical science and fulltime clinical immersion experiences. The program prepares students to diagnose and manage patients across the lifespan practice in a wide variety of clinical settings and engage in interprofessional education alongside learners from medicine pharmacy social work and other health fields. Students also have opportunities to participate in research service learning and communityengaged activities aligned with the Wisconsin Idea helping them develop as wellrounded evidenceinformed and communityfocused clinicians.

Compensation:

• The starting salary for the position is $58450 but is negotiable based on experience and qualifications.

Employees in this position can expect to receive benefits such as generous vacation holidays and sick leave; competitive insurances and savings accounts; retirement benefits. For more information refer to the campus benefits webpage.

• SMPH Faculty /Academic Staff Benefits Flyer 2026

Required Qualifications:

• 2 years of professional administrative experience
• Budget and accounting experience
• Strong skills with Microsoft Office Suite and Google forms/documents etc.
• Excellent verbal and written communication skills
• Able to prioritize and complete tasks with frequent interruptions

Preferred Qualifications:

• Experience with University financial systems (ShopUW) Workday E-reimbursements
• Experience with University student information system (SIS)

Education:

Bachelors degree preferred

How to Apply:

For the best experience completing your application we recommend using Chrome or Firefox as your web browser.

To apply for this position select either I am a current employee or I am not a current employee under Apply Now. You will then be prompted to upload your application materials.

Important: The application has only one attachment field. Upload all required documents in that field either as a single combined file or as multiple files in the same upload area.

Upload required documents:
Cover letter
Resume

Your cover letter should address how your training and experience align with the required and preferred qualifications listed above. Application reviewers will rely on these written materials to determine which applicants move forward in the process. References will be requested from final candidates. All applicants will be notified once the search concludes and a candidate is selected

Contact Information:

Beth Miller

Relay Access (WTRS): 7-1-1. See RELAYSERVICE for 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.