Department Administrator II - Biology

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Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Department Administrator II

Job Summary:

The Department of Biology at UW–Madison seeks a Department Administrator II to partner strategically with the department chair and support a cutting-edge research and innovative teaching unit within the College of Letters & Science (L&S). Our department administrator provides key leadership that is central to all aspects of the department and is responsible for the smooth execution of administrative, operational, and financial functions.

The person in this role operates with a significant level of independence, with general direction from the chair and faculty leadership. This position requires creative problem-solving, continuous improvement, and management of change. The ideal candidate will combine expertise in budgeting, financial management, and human resources with strong project management, communication, and organizational skills.

Responsibilities include supervision of the department's administrative team, development of department budgets, financial analyses, reports, and forecasts, management of renovation projects and facilities maintenance, and coordination of personnel and infrastructure needs with dedicated teams and committees throughout the department.

In addition, the department administrator interfaces with teams at L&S to ensure support for daily operations including human resources, instructional administration, purchasing, fund and gift management, research support, and other business functions. The department administrator will report to the department chair and be part of the department's leadership team, and in that role will need to be collaborative, professional, and able to take initiative to pursue goals independently.

The administrative leader we seek in this position will be able to develop holistic financial and administration strategies necessary to position Biology for continued success as it evolves.

This leadership role requires regular availability and an onsite presence. Hybrid scheduling options will be discussed during the interview process, however candidates should anticipate being onsite a minimum of three days per week, and as needed, following an initial onboarding period. The initial onboarding period will require greater onsite presence, and its duration will depend on the onboarding needs of the individual hired.

Key Job Responsibilities:

Provides leadership for the strategic and short-term planning processes, as well as obtaining and validating data needed for strategic decision-making

Provides leadership, guidance, and management of the department's research, teaching and service programs, and staff to ensure efficient and effective operations

Provides leadership and administrative oversight of basic and translational research programs including staffing, compliance, fiscal, information technology (IT), and facility needs

Provides leadership in developing and administering budgets. Oversees financial operations including grants, contract, and other funds to ensure adherence to prudent and generally accepted accounting practices, and compliance with Federal, State, university, and sponsor rules, regulations, laws and bylaws

• Provides leadership for faculty recruitment, evaluation, development, and promotion processes
• Responsible for communication and marketing of department activities, accomplishments, and department philanthropic activities including meeting with and engaging potential donors
• Provides oversight and management of office and research space on and off campus, department information systems, and regional network development

Facilitates the training and professional development of the administrative team and contributes to comprehensive onboarding processes for new hires across the department.

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

Department:

College of Letters & Science, Department of Biology

With more than 250 employees including faculty, staff, postdoctoral, and student employees, the Department of Biology is committed to innovative teaching and impactful discovery in diverse areas of research. Officially launched in 2026, the Department brings together the former botany and integrative biology departments. Research programs in the Department span the range of biological sciences, from molecules to ecosystems, and the Department is home to 8 undergraduate and 3 graduate academic programs.

The Department also houses the Wisconsin State Herbarium, Botany Garden and Greenhouse, the UW Zoological Museum, and the newly formed Center for Botany.

Required Qualifications:

At least 5 years of professional administrative experience with progressive responsibility in areas such as overseeing office operations, guiding process improvements, and supporting strategic initiatives in a complex organizational environment

• Experience working with financial data and budget generation
• At least 2 years of experience with supervision
• Strong verbal and written communication and administrative and organizational skills supported by effective use of digital tools and systems

Experience fostering and maintaining collaborative relationships with people from a variety of backgrounds and education levels.

Ability to apply sound judgement and discretion in applying and interpreting laws, rules, policies, and procedures as applicable to the position

Preferred Qualifications:

• 3 or more years of supervision experience
• At least 2 years of experience managing financial data and budget development in a higher education or similarly complex organizational setting
• Experience in higher education administration
• Experience leading and supporting strategic initiatives
• Experience with personnel issues, including conflict management
• Experience providing support and guidance on policy, budget forecasting, and decision-making
• Experience with philanthropy strategy and oversight of gift funds
• Education: Bachelor's degree required; focus in business, non-profit administration, or related field preferred
• Master’s degree preferred
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• -Cover Letter
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Please note that successful applicants are responsible for ensuring their 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 need of employer sponsorship) on or before the effective date of appointment.

Contact Information:

Javiera Derks, HR Generalist at javiera.derks@wisc.edu

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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