Job description

JOB NO.: 96626-AS

Work Type: Staff-Full Time


Location: Madison

Categories: Accounting, Finance, Purchasing, Human Resources, Payroll, Management/Supervisory

Employment Class: Academic Staff-Renewable

Position Vacancy ID: 96626-AS

Working Title: Assistant Department Administrator


FTE: 100%

Anticipated Begin Date: FEBRUARY 18, 2019

Term: This is a renewable appointment.

Advertised Salary:

Minimum $58,000 ANNUAL (12 months)
Depending on Qualifications

Degree and Area of Specialization:

Bachelor's degree preferred--preferably in Finance, Business, Accounting--or related field.

Minimum number of years and type of relevant work experience:

At least 2 years of experience working in financial systems, HR and payroll in a university environment is preferred. Previous supervisory experience is also preferred.

Knowledge and experience of complex university administration, financial management, purchasing, payroll and auditing policies and standards. Knowledge and experience in problem solving techniques and decision-making. Knowledge and skill using computer systems and applications--such as HRS, SIS, Word, Excel, WISDM, Wisper, and TREMS. Demonstrated proficiently with software and web-based programs including Microsoft Office and Google applications with the ability and willingness to learn other platforms as needed.

Strong oral and written communication skills, judgment, discretion, organization skills, prioritization, data interpretation and analysis, attention to detail, and the ability to handle a wide variety of tasks simultaneously, effectively, and on-time.

Desire to work as part of integrated administrative service team for collaboration, and to continually learn, develop or improve procedures and resources. Ability and willingness to adapt to changing methods, requirements, and priorities. Ability to maintain proactive working relationships with stakeholders--including Dept Chair, faculty, administrator, staff, campus and division staff, students, and external vendors, donors, and partners.

License or certificate:

Position Summary:

Under the general supervision of the Department Administrator, this position will join an integrated administrative services team in an active academic department.

The MS&E Department in the College of Engineering at the University of Wisconsin-Madison enrolls approximately 191 undergraduate students and 24 MS and 92 PhD graduate students from all over the world, and has 18 faculty members, 44 affiliate faculty members, 8 academic staff and 2 university staff members, with state expenditures exceeding $2.7 million annually, research expenditures exceeding $8.6 million annually from all its labs with funding designations including but not limited to: 101, 133, 135, 136, 144, 150, 167 and 233.

This position will provide services in a broad range of department business activities--including administrative, budget and financial management, HR and payroll, policy and process development. This position will lead or assist with the coordination and delivery of service to the campus, College, and department by administrative staff, and participate with staff on continuous improvement projects. The position requires a comprehensive knowledge of, and the ability to interpret and analyze, university, federal, college, and department policies, procedures, guidelines, rules and regulations relating--but not limited to-- budgets and financial management, instruction, student services, research and sponsored programs, governance activities, human resources, accounting, purchasing, data resources. The position requires great organizational skills, the ability and willingness to be flexible to constant change, and the ability work on multiple tasks at the same time. The position requires the ability to positively interact with campus and division staff, internal faculty, staff, and students, as well as external stakeholders.

Additional Information:

The successful candidate will be self-motivated, enthusiastic, willing to accept and initiate new projects, recognize opportunities, understand organization psychology, and practice a networked team-oriented work style. Proven ability to focus and independently oversee and organize multiple projects simultaneously--some with tight deadlines. Attention to detail with excellent time management, prioritizing, and organizational skills. Possess positive and strong communication skills, independent problem solving skills, and apply critical and conceptual thinking.


Cynthia Rothwell
[email protected]
Relay Access (WTRS): 7-1-1 (out-of-state: TTY: 800.947.3529, STS: 800.833.7637) and above Phone number (See RELAY_SERVICE for further information. )

Instructions to applicants:

In order to be considered for this position, please upload your resume and cover letter by the assured consideration date. Questions regarding this position should be directed to Cynthia Rothwell.

Additional Link: Full Position Details

NOTE: A Period of Evaluation will be Required

The University of Wisconsin is an Equal Opportunity and Affirmative Action Employer.

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.

Advertised: Dec 21 2018 Central Standard Time

Application Close: Jan 18 2019 11:55 PM Central Standard Time





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Job No:
Posted: 12/22/2018
Application Due: 2/20/2019
Work Type: