Clinical Department Administrative Specialist

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Job category:

Academic Staff

Employment type:

Regular

Job profile:

Academic Program Specialist

Job summary:

The Department of Surgical Sciences (DSS) is seeking an Academic Program Specialist to provide direct support to clinical faculty and staff. This position coordinates academic, research, clinical, and administrative activities, and manages core administrative tasks including calendar management, travel arrangements, meeting scheduling (agendas and minutes), and processing reimbursements. The Specialist will also work in collaboration with the Department of Medical Sciences (DMS).

This role requires considerable independent planning and decision-making. The incumbent is expected to exercise considerable initiative and judgment, utilizing a high level of administrative problem-solving, analytical ability, and attention to detail. Professional communication, workplace sensitivity, and diplomacy are essential, alongside excellent administrative, organizational, computer, and interpersonal skills.

Key job responsibilities:

Provides CANVAS and AEFIS support for instructors and faculty. (5%)

Faculty reimbursements and purchasing of lab supplies and equipment. (15%)

May supervise the day to day activities of one or more academic programs and resolves issues exercising discretion to meet unit goals. (20%)

Utilizes independent judgement regarding development, implementation, promotion, and evaluation for one or more academic programs, initiatives, or events (10%)

Identifies program, needs, contributes to the development of unit workflows, schedules logistics and secures resources for meetings, events, and interviews (25%)

Coordinates program components and evaluates program effectiveness and provides recommendations for improvement (25%)

Department:

The Department of Surgical Sciences teaches veterinary students in both classroom and laboratory settings; trains students, interns, and residents in the UW Veterinary Care Teaching Hospital; mentors graduate students; conducts research to benefit animal and human health; and provides state-of-the-art veterinary clinical services to the public.

The department has clinical specialty residency or fellowship programs in Anesthesiology, Dentistry and Oral Surgery, Diagnostic Imaging and Radiation Therapy, Large Animal Surgery, Ophthalmology, Small Animal Surgery, and Zoological Medicine/Special Species Health.

Compensation:

• The minimum starting salary for this position is $50,000 annual (12 months). Actual salary will be negotiated based on experience and qualifications.

• This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please see

Preferred qualifications:

• Experience working in an academic environment, or similar large complex organization.
• Excellent organizational, oral, and written communication skills, with attention to detail at all times.
• Ability to effectively handle multiple tasks/responsibilities.
• Ability to exercise independent judgment, setting priorities and meeting the demands of the position.
• Discretion and tact to handle sensitive issues and maintain confidentiality.
• Excellent computer skills, including MS Windows, MS Office (Word, Excel, and PowerPoint), calendars, and database management. Skilled in formatting and proofreading documents. Accurate and efficient typing and data entry skills.
• Excellent interpersonal skills
• Cultural competence and support for the principles of equity, diversity, and inclusion

Education:

• Required: HS diploma or GED

How to apply:

To begin the application process, click the "Apply" button. Please upload the following documents:

• Resume
• Cover Letter

Please ensure your resume and cover letter address how you meet the minimum/preferred qualifications for the position. References will be requested of final candidates.

Contact information:

For position specific questions please contact: Jody Silva,

Relay Access (WTRS): See RELAY_SERVICE 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 Opportunity Employer.

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 backgrounds and encourage all qualified individuals to apply.

To request a disability or pregnancy-related accommodation for 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 to. Please 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

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