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Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Administrative Specialist

Job Summary:

The Department of Medicine offers a unique opportunity for an Administrative Specialist to join the new Wisconsin Nathan Shock Center (WiNSC) in the UW School of Medicine and Public Health (SMPH) as the center’s Operations Manager. 

The WiNSC is one of eight Nathan Shock Centers of Excellence in the Basic Biology of Aging that are funded by the NIH National Institute on Aging, and will specifically focus on the metabolism of aging, a rapidly growing field with significant implications for understanding health span and longevity. 

This position will function as a key member of the WiNSC Director's team and work directly on strategic priorities of the Institute. Under the direction of the WiNSC Director, the incumbent will be responsible for professional-level work impacting a variety of administrative areas including, but not limited to, operations, logistics, scheduling, procurement, equipment and asset tracking, creating agendas, scribing notes for meetings, creating internal communications, event planning and human resource tasks.

• 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.

• Candidates who demonstrate the following knowledge, skills, and abilities, will be given first consideration:

  • Self-motivated

  • Able to manage and independently prioritize multiple responsibilities

  • Strong attention to detail

  • Excellent written and verbal communication skills

  • Ability to consistently follow tasks through to completion

Key Job Responsibilities:

• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success

• Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems

• Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)

• Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies

• Serves on committees and attends meetings, representing the interests of the unit or program

• Serves as the WiNSC Onboarding Coordinator for new hires. Establishes internal operating procedures to ensure successful onboarding of new staff.

• Leads and executes event planning, logistics, contract routing, procurement of goods and services, purchase order and requisition processing and handling all payments and reimbursements related to the events

Department:

School of Medicine and Public Health, Department of Medicine, Division of Geriatrics and Gerontology, Wisconsin Nathan Shock Center

Fueled by innovation yet grounded in kindness, the Department of Medicine empowers leaders to transform medicine and improve lives everywhere. We are committed to professional fulfillment and health equity. We strive to ensure that everyone in our department understands the importance of social impact and belonging—and is empowered to champion it in all they do. Join us and be a part of supporting our nationally recognized faculty, innovative medical education programs and exceptional clinical care as we work towards our vision of healthy people and healthy communities!

Compensation:

The starting salary for the position is $60,000; but is negotiable based on experience and qualifications. 

 

Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. For more information, refer to the campus benefits webpage and the SMPH Faculty /Academic Staff Benefits Flyer 2026.

Required Qualifications:

• At least 2 years of administrative/office experience

• Calendar and file management experience

• Experience coordinating meetings and travel

• Microsoft Office proficiency in Outlook, Word, Excel, and PowerPoint and PDFs

Preferred Qualifications:

• Experience with project management tools (I.e., Asana, Trello)

• Experience with spreadsheets

• Experience with T32 training grant administration

• Relevant Experience within UW is preferred

Education:

Bachelor’s degree preferred

How to Apply:

For the best experience completing your application, we recommend using Chrome or Firefox as your web browser.
 

To apply for this position, select either “I am a current employee” or “I am not a current employee” under Apply Now. You will then be prompted to upload your application materials.

Important: The application has only one attachment field. Upload all required documents in that field, either as a single combined file or as multiple files in the same upload area.

Upload required documents:

• Cover letter

• Resume

Your cover letter should address how your training and experience align with the required and preferred qualifications listed above. Application reviewers will rely on these written materials to determine which applicants move forward in the process. References will be requested from final candidates. All applicants will be notified once the search concludes and a candidate is selected.

University sponsorship is not available for this position, including transfers of sponsorship and TN visas. The selected applicant will be responsible for ensuring their continuous 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 the need of an employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility. If you are selected for this position you must provide proof of work authorization and eligibility to work. 

Contact Information:

James Lewallen, jlewallen@medicine.wisc.edu, 608-265-3015

Relay Access (WTRS): 7-1-1. 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. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

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. 19.36(7). 
 
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