Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Administrative Specialist

Job Summary:

This role provides comprehensive administrative, fiscal, and operational support through expert use of Workday, ShopUW, SIS, and UW travel systems while ensuring full compliance with university, financial, and privacy policies. Responsibilities include budget tracking, procurement, scholarship and foundation fund administration, course and student records management, and seamless coordination of travel, conferences, and major academic events. The position requires strong project management skills, clear communication with diverse stakeholders, and a service‑oriented, solutions‑focused approach to navigating fast‑paced workflows, system updates, and unexpected challenges with professionalism and accuracy.

• This position requires work to be completed onsite, at a designated campus work location.
• Schedule: Monday through Friday 8:00a.m.- 4:30p.m.

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

Fiscal Management & Workday Proficiency

• Hands-on expertise with Workday for account tracking, purchasing card reconciliation, expense reports, and year-end close; ability to interpret budgets, monitor spend, and flag variances.

Procurement & Compliance (ShopUW / UW Purchasing)

• Working knowledge of ShopUW and UW procurement policies and procedures; skilled in creating and managing purchase orders, vendor coordination, and audit-ready documentation.

Scholarship & Foundation Fund Administration (WFAA)

• Experience managing WFAA accounts (including 233/Gift Routing), executing scholarship cycles, and ensuring donor intent and fund restrictions are met with accurate reporting.

Student Information Systems & Registrar Processes (SIS)

• Proficiency in SIS for course scheduling, session codes, matriculation, withdrawals, permissions (e.g., PT 799), posting degrees, and coordinating licensure paperwork.

Event & Logistics Management

• End-to-end planning and execution for major academic events (Visiting Lecture, Hooding and White Coat ceremonies, alumni functions); room reservations, catering, AV coordination, run-of-show, and post-event evaluation.

Travel & Conference Coordination (Concur / UW Travel)

• Skill in booking airfare, lodging, and registrations via UW Travel/Concur—including urgent after-hours needs—while maintaining policy compliance and cost efficiency.

Stakeholder Communication & Relationship Management

• Clear, professional written and verbal communication across faculty, students, donors, alumni, SMPH units, UW Health, and campus services; aptitude for drafting newsletters and donor acknowledgments.

Project Management & Prioritization

• Ability to manage multiple concurrent workflows (budget cycles, admissions, events, global health trips), set timelines, track milestones, and deliver consistently under deadlines.

Data Integrity, Privacy, and Policy Awareness

• Commitment to accurate records, secure handling of student/financial data, and adherence to institutional policies (e.g., FERPA), travel/fiscal rules, and audit standards.

Service Orientation, Adaptability, and Problem-Solving

• Calm, solutions-focused approach to unexpected issues (facility repairs, schedule changes, AV or travel disruptions); resilient and adaptable amidst system updates and budget constraints.
• Ability to work in a fast-paced, demanding environment that is well-supported.

Key Job Responsibilities:

• 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

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

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

• Assists with the administration and implementation of student testing and ensures all protocols and regulations are followed.

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

Department:

School of Medicine and Public Health, Office of Academic Affairs, Doctor of Physical Therapy Program, PT-administrative

The Doctor of Physical Therapy (DPT) program at UW–Madison is a three‑year professional doctoral program within the School of Medicine and Public Health, notable for being one of the first three PT programs in the nation accredited by the American Physical Therapy Association in 1929. It enrolls a cohort of 40 students each June and features an integrated curriculum combining basic science, clinical science, and full‑time clinical immersion experiences. The program prepares students to diagnose and manage patients across the lifespan, practice in a wide variety of clinical settings, and engage in interprofessional education alongside learners from medicine, pharmacy, social work, and other health fields. Students also have opportunities to participate in research, service learning, and community‑engaged activities aligned with the Wisconsin Idea, helping them develop as well‑rounded, evidence‑informed, and community‑focused clinicians.

Compensation:

• The starting salary for the position is $58,450, 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.

•  SMPH Faculty /Academic Staff Benefits Flyer 2026

Required Qualifications:

• 2+ years of professional administrative experience
• Budget and accounting experience
• Strong skills with Microsoft Office Suite and Google forms/documents, etc.
• Excellent verbal and written communication skills
• Able to prioritize and complete tasks with frequent interruptions

Preferred Qualifications:

• Experience with University financial systems (ShopUW), Workday,  E-reimbursements
• Experience with University student information system (SIS)

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

Contact Information:

Beth Miller, bmiller53@wisc.edu, 608-265-8696

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). 
 
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.