ADMINISTRATIVE SPECIALIST

Position Number:

Introduction (Description of School/College/Dept/Program)
The Leonard E. Parker Center for Gravitation, Cosmology, and Astrophysics (CGCA) at the University of Wisconsin-Milwaukee (UWM) is home to eight professors as well as post-doctoral researchers, staff scientists, and graduate and undergraduate students. The Center has a $5 million research budget annually. We invite applications for the Administrative Specialist position. This position involves working closely with other staff, faculty and researchers to ensure that the academic research program is successful.

The CGCA has memberships in NANOGrav, the LIGO Scientific Collaboration, the Zwicky Transient Facility, the GROWTH collaboration, the Murchison Widefield Array,VAST, and the Vera Rubin Observatory, among others. Use these links to find more information about UWM, the Physics Department and CGCA.

Job Summary
This is a fixed term renewable appointment.

Work will be performed primarily on-site. Hybrid work options may be available with specifics regarding work location requirements discussed during the interview process.

The Administrative Specialist is responsible for a variety of tasks related to the day-to-day operations and services of the Center for Gravitation, Cosmology, & Astrophysics (CGCA). These duties support the areas of communication, procurement, finance, and events in both organizations.

Implements and executes established policies and procedures in support of the CGCA:

• Assists with CGCA purchasing card tracking, reallocation, auditing, and uploading using campus systems.
• Supports communication and implementation of travel policies and procedures as needed, ensuring compliance with UWM and State travel regulations.

Schedules logistics and secures resources for CGCA:

• Supports budget tracking and accounting communication.
• Submits Foundation requests.
• Purchases supplies for day-to-day operations and events.

Analyzes and documents procedures in support of the CGCA:

• Supports the CGCA Business Manager (with working title Assistant Director on the Org Chart) to develop internal procedures to comply with campus and system policies and procedures.
• Assists with maintaining reference lists, informational materials, and documentation related to operations.
• Contributes to the preparation of the annual reports.

Assists, recommends, and advises staff on administrative issues, personnel matters, and financial needs:

• Serves as the liaison between leadership and organizational members on these issues.

Assists with organization of conferences, special events, and educational outreach activities:

• Supports planning logistics for educational outreach, including CoffeeShop Astrophysics, the Annual CGCA Stewardship Event, and LSC events.

Supports the LIGO Scientific Collaboration (LSC) Leadership (currently Brady, the CGCA Director), in consultation with the CGCA Business Manager, as follows:

• Assist with collection and reporting on data related to demographics and impact for the LSC.
• Assist in generating reports for the LSC Council and the National Science Foundation (NSF).
• Track and route communication requests related to the LSC to the appropriate members of the LSC leadership, including weekly announcements.
• Provide supporting documentation to LSC members (e.g. letters indicating that the member is in good standing within the collaboration).
• Track and distribute invoices for publication and other charges to the LSC, Virgo and KAGRA as appropriate.
• Maintain the LSC roles and responsibilities database.

Minimum Qualifications

• Bachelor’s degree
• Two to four years of administrative experience
• Proficient in at least one of Microsoft Office Suite or Google Workspace
• Comfort with in-person and electronic communication, e.g email, Slack, and other online tools

Preferred Qualifications

• Master’s degree
• Administrative experience in higher education
• Experience implementing business policies and procedures
• Experience organizing events and workshops
• Experience working with diverse groups to complete administrative tasks
• Experience with Adobe Acrobat, Adobe Creative Suite, or Workday

Application Instructions
Applicants will be expected to provide:

• A Resume
• A cover letter that addresses the candidate’s professional level work experience as it relates to all required and preferred qualifications
• A list of three professional references with contact information

In instances where the Search and Screen Committee is unable to ascertain from the candidates’ application materials whether they meet any of the qualifications, they may be evaluated as not meeting such qualifications.
Application Notes
For this position, applicants are required to apply online. UWM will not consider paper, emailed or faxed applications. Additionally, applicants must complete all required fields and attach any required documents. The process is complete when the message “Your application has been submitted” is displayed and you receive a confirmation number.
Legal Notices AA/EO Statement

UWM is an AA/EO employer: All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.




Reasonable Accommodations

UWM provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact uwm-jobs@uwm.edu or 414-229-4463. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.




Confidentiality of Applicant Materials

UWM is a State agency and subject to Wisconsin’s Open Records Law. UWM will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin’s Open Records law. In certain circumstances, the identities of “final candidates” and/or the identity of the appointed applicant must be revealed upon request.




CBC and Reference Check Policy

Employment will require a criminal background check. UWM takes the prevention of sexual misconduct seriously. As such, you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.




Annual Security and Fire Safety Report (Clery Act)

For the UWM Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see http://www.cleryact.uwm.edu/, or call UWM’s Dean of Students Office, Student Union 345 at (414) 229-4632 for a paper copy.




Employment Authorization

In compliance with federal law, all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
To apply, please visit: https://jobs.uwm.edu/postings/39694








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