Administrative Specialist

  • Full Time
  • Madison

Website University of Wisconsin

JOB NO:276283-AS

JOB SUMMARY: The mission of the Arboretum is to conserve and restore Arboretum lands, advance restoration ecology, and foster the land ethic. The Administrative Specialist provides a wide range of support to the Arboretum, a center within the Office of the Vice Chancellor for Research and Graduate Education (OVCRGE).

Founded in 1934, the Arboretum serves as a research and teaching center that includes natural restored areas, classic horticultural areas, and a variety of ecosystems for use by campus students and educators, as well as tens of thousands of members of the public annually. The Arboretum is the site of the first prairie restoration and serves a worldwide community of scholars, researchers, and practitioners engaged in restoration, research, and education.

Working in strong collaboration with the Associate Director of the Arboretum and divisional colleagues, the Administrative Specialist is responsible for supporting financial management, budget, human resources and payroll, research administration, and other administrative activities for a complex organization that has over a $2 million budget and employs 25+ full time staff in addition to a number of temporary employees (TEs), student employees, and volunteers. The budget includes funding sources from the state, grants, program revenue, and philanthropy. The successful candidate will exercise delegated authority with individual initiative and independent judgment in all aspects of the business office.

The Administrative Specialist reports to the Associate Director of the Arboretum.

The Arboretum is committed to embracing social equity and intentional inclusivity as fundamental parts of everything we do, and to fostering connections to the land among diverse audiences.

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.

  • 35% Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
  • 10% Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success
  • 20% Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
  • 30% Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
  • 5% Serves on committees and attends meetings, representing the interests of the unit or program
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: Well-qualified applicants will have the following preferred experience:
— Experience with interpreting policies and procedures as well as federal and state laws and statutes
— Ability to create and revise spreadsheets and reports, enter and edit program data, and use other software to record, analyze, and summarize data
— Professional experience working with finance, accounting, and/or purchasing
— Professional experience working in human resources functions such as recruitments, compensation, benefits, and payroll
— Experience with administrative support
— Good analytical and decision-making skills
— Ability to plan, establish priorities and organize varied and complex tasks
— Excellent oral and written communication skills
— Demonstrated ability to prioritize workload, manage multiple projects and deadlines effectively, and follow-through on tasks and work unsupervised
WORK TYPE: Full Time: 100%

This position will require most 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 after an intial period of full-time onsite orientation.

SALARY: Minimum $52,000 ANNUAL (12 months)
Depending on Qualifications
The employee in this position can expect to receive a comprehensive benefits package, including generous time 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 visit:
HOW TO APPLY: To apply for this position, please click on the “Apply Now” button to begin the application process. You will need to upload a current resume and cover letter highlighting your experience as it relates to this position and qualifications, including experience with payroll, finance, and purchasing.
CONTACT: Julia Rielly
[email protected]
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

OFFICIAL TITLE: Administrative Specialist(AD006)
EMPLOYMENT CLASS: Academic Staff-Renewable
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.

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:

Employment will require a criminal background check. It will 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.

APPLICATIONS OPEN:MAR 21 2023 Central Daylight Time

To apply for this job please visit

Forward Fertility
Atlas Counseling

Pin It on Pinterest

Share This