Research Center Administrative Specialist

Job Summary:

The Nelson Institute for Environmental Studies at the University of Wisconsin-Madison is seeking an Administrative Specialist to join our friendly administrative services team. Administrative Specialists are responsible for professional level work across a variety of service areas. In this position, you will primarily support the Center for Climatic Research (CCR) and the Center for Sustainability and the Global Environment (SAGE). On a daily basis, you will assist researchers with tasks such as travel booking, p-card reconciliation, e-reimbursements, purchasing, event coordination, and general office administration. With the mentorship of our experienced administrative team, you will become an expert on the policies, procedures, and resources needed to provide top-notch customer service to Nelson's Research Centers.

The Nelson Institute offers a COLLEGIAL, RESPECTFUL and SUPPORTIVE team environment, a FLEXIBLE work arrangement (hours and location), and a role that has VARIETY and AUTONOMY. In this role, your administrative skills will enable top tier scientists to focus on confronting global environmental challenges through imaginative research that transcends disciplinary boundaries.

The Nelson Institute is serious about elevating underrepresented voices, promoting anti-racism, and modeling inclusive excellence at UW-Madison. As the most interdisciplinary academic unit on campus, we believe the diverse perspectives and experiences of our community are key to innovation and shared success.

Come join our planet-saving team! Be sure to highlight the ways in which you meet the qualifications of this role in your cover letter.

Responsibilities:

Responsible for a variety of professional level work across a variety of administrative service areas including budget, finance, procurement, and human resources with impact across the institution in support of unit or institutional goals.

• 10% Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
• 30% Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success
• 30% Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
• 10% Serves on committees and attends meetings, representing the interests of the unit or program
• 15% Provides financial support across multiple scopes of the various research center stakeholders including p-card reconciliation, e-reimbursements, grant management, reporting, purchasing, and other financial functions.
• 5% Assists with onboarding of new Research Center employees and students.

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.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Education:

Preferred
Bachelor's Degree

Qualifications:

Required qualifications:
- Basic proficiency in Microsoft Office products, including MS Excel
- Prior experience in office administration, finance, or customer service (e.g., travel agent, purchasing agent, etc.)

Preferred qualifications:
- Administrative or financial work history in higher education or public service
- Familiarity with Federal, State of Wisconsin, or UW travel, purchasing, and/or working-with-minors policies
- Familiarity with tools such as WISER, Concur Travel, and ShopUW , and processes such as paying stipends, and setting up ASSAs (Academic Support Services Agreements)
- Experience coordinating workshops or events (simplified bids, catering, hotel, stipend payments, foreign and domestic travel)

Work Type:

Full or Part Time: 75% - 100%

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.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $50,000 ANNUAL (12 months)
Depending on Qualifications
The successful applicant can expect to receive a generous benefit package, including more than 5 weeks of paid time off each year, participation in the nationally recognized Wisconsin Retirement System (WRS) pension plan, as well as optional 403(b) and 457 plans, comprehensive group health insurance, and more. Learn more at https://hr.wisc.edu/benefits/. 

Additional Information:

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.

How to Apply:

To begin the application process, click the "apply now" button. Please submit a cover letter referring to your related work experience and a resume detailing your educational and professional background.

Contact:

Lili Gagliano
lili.gagliano@wisc.edu
608-890-4747
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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Official Title:

Administrative Specialist(AD006)

Department(s):

A40-GAYLORD NELSON INST ENV ST/ENV ST/SAGE

Employment Class:

Academic Staff-Renewable

Job Number:

303237-AS

 

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

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, 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 through diversity and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, click here

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/

Employment may require a criminal background check. It may also require you and your references to answer questions regarding 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.

Salary : $50,000