Administrative Specialist Otolaryngology Research

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Employment Type:

Job Profile:

Job Summary:

The Administrative Specialist provides advanced-level critical organization and support to advance the goals and objectives for the Research Division of the Department of OtolaryngologyHead & Neck Surgery. The Administrative Specialist serves as a key resource to the departments Vice Chair for Research Associate Director for Research faculty and academic staff while exercising discretion and independent judgment in support of complex administrative academic and research functions. This role may support multiple programs services and activities across the research enterprise. The position is responsible for coordinating and managing a wide range of administrative operations including research support activities compliance tracking and communications.

The Administrative Specialist also supports departmental research initiatives including coordination of internal funding opportunities metrics tracking such as publications and presentations and may provide backup support to affiliated research networks or collaborative programs. The position works closely with Associate Director for Research to establish priorities and ensure timely completion of competing projects.

Success in this role requires excellent administrative organizational communication and interpersonal skills along with strong attention to detail and the ability to manage multiple priorities independently. Proficiency with computer systems and web-based research tools is essential. The position demands a high level of professionalism discretion and the ability to work effectively with diverse faculty staff and research stakeholders in a dynamic academic environment.

Duties are performed under limited supervision with significant autonomy in planning organizing and implementing work. The position reports to the Associate Director for Research leadership within the Department of OtolaryngologyHead & Neck Surgery.

• 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.

Key Job Responsibilities:

• 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

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

• Assist Research Administrator with grant preparation essential documentation and progress reports

• 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)

• Coordinates the daily operations of the office and supports office-level administrative duties and processes

• Assist with oversight and management of the Voice T32 Training program

Department:

School of Medicine and Public Health Department of Otolaryngology-Head and Neck Surgery Research Administration

The Department of Otolaryngology-Head and Neck Surgery at the University of Wisconsin School of Medicine and Public Health (Oto-HNS) is renowned for its cutting-edge clinical care pioneering research and comprehensive surgical training. We are pushing the boundaries of medical science to improve patient outcomes across Wisconsin and beyond.

Compensation:

The starting minimum salary for the position is $50000 annually. Actual pay will depend 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:

• Experience in an administration-focused role such as general administration operations or finances/accounting.

• Demonstrated high level of attention to detail and accuracy in tasks and projects.

• Excellent administrative and organizational skills and the ability to manage and prioritize concurrent projects.

• Proven ability to provide timely accurate customer service and administrative support to a variety of stakeholders with minimal oversight.

• Strong written and verbal communication skills including producing professional emails reports or summaries tailored to different audiences.

• Demonstrated ability to work independently as well as function effectively in a team and with a diverse group of people.

• Have knowledge of and/or ability to make air and lodging travel arrangements.

• Strong analytical skills with proficiency with position-related software (MS Office Suite especially Excel virtual meeting platforms Google suite) and ability to quickly learn new platforms.

Preferred Qualifications:

• Experience working at a higher education institution.

• Experience with assigning and tracking funding for multiple accounts and sources.

• Experience interpreting and implementing policies/guidelines in higher education.

• Experience working in an academic environment and/or Research Division.

Education:

Associates degree preferred

How to Apply:

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Cover letter
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Your cover letter should highlight how your skills and experience align with the 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:

Caitlin Spaulding

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).

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