Administrative Supervisor

University of Wisconsin Madison•Madison, WI

5d•$70,000•Hybrid

About The Position

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.

Requirements

Minimum of two years of experience in an administrative role
Experience supervising staff
Proficiency with Microsoft Office Suite and other relevant software applications
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.

Nice To Haves

Experience providing administrative support within an academic medical center, healthcare, or higher education environment
Experience coordinating complex scheduling
Bachelor’s Degree preferred

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 unit or program work plans in accordance with specifications and resource limitations
Assists with the preparation of the Department of Pediatrics purchasing and reimbursement procedures which include but are not limited to requisitions, direct payments, payment to individual reports, internal work orders and UW Health Fiscal forms.
Assists physicians with research studies by compiling information and documentation.
Assists with preparation of manuscripts, grant applications, abstracts, instructional material slides, etc.
Provides support for special projects as requested.