Administrative Supervisor

About the job

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 Supervisor

Job Summary: The Department of Pediatrics is seeking a highly motivated and experienced Administrative Supervisor to provide comprehensive administrative leadership and direct support to the division chief, faculty, and staff, in the Child Protection division.

This role is responsible for coordinating complex clinical, academic, and administrative functions, as well as managing faculty communications, meeting planning, and domestic and international travel. The Administrative Supervisor will play a key role in ensuring seamless operations that support the clinical, educational, research, and advocacy missions of the division, with particular attention to the sensitive, multidisciplinary, and time-critical work of child protection services. In addition, this position supervises a team of administrative staff and oversees workflows to ensure timely and accurate completion of teaching, research, clinical, administrative, and professional society activities for staff and providers. Supervisory responsibilities include performance management, mentoring, training, and providing ongoing feedback to foster professional growth and operational excellence.

• 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.

• Strong leadership and interpersonal skills, with the ability to motivate, support, and guide team members.
• Excellent organizational skills and attention to detail, with the ability to prioritize tasks, meet deadlines, and manage multiple competing priorities.
• Ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Exceptional written and verbal communication skills.
• Demonstrated commitment to fostering a positive, collaborative work environment and promoting teamwork.
• Strong problem-solving skills with the ability to anticipate needs, exercise sound judgment, and manage confidential information with discretion.

Key Job Responsibilities:

• Manages faculty calendars related to educational, clinical, administrative, and research activities, being cognizant of travel time and other deadlines. Prioritizes and schedules meetings for divisional faculty and staff.
• 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
• Assists, recommends, and advises staff, on unit or program administrative issues, personnel matters, and budgetary problems
• Assists division physicians with the submission of new and renewal IRB applications. Prepares and maintains biosketches, MyNCBI and CVs.
• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success
• Exercises supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 full-time equivalent (FTE) employees
• Develops, schedules, and prioritizes uni