Administrative Associate Jobs (NOW HIRING)

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Job Category: Academic Staff
Employment Type: Regular
Job Profile: Administrative Associate Director
Job Summary:
The Administrative Associate Director reports directly to the Administrative Director and works closely with the Administrative Director, Senior Director of Research Operations, and Vice Dean for Research to support a broad portfolio of research administration, financial management, and strategic operational initiatives within the School of Medicine and Public Health (SMPH) Office of Basic Research, Biotechnology, and Graduate Studies.
This position serves as a key operational partner responsible for administering institutional research funding programs, managing financial commitments, and supporting data-informed decision-making across the school's research enterprise. The Administrative Associate Director oversees processes related to faculty startup funding, bridge funding, retention funding, grant matching programs, and other strategic research investments designed to support and grow SMPH's nationally recognized research portfolio. The incumbent works extensively with departments, centers, campus administrative units, and research leadership to ensure funding requests are reviewed consistently, processed efficiently, administered equitably, and aligned with institutional policies and priorities. The Associate Director serves as a primary resource to stakeholders regarding funding opportunities, requirements, timelines, and funding decisions, while maintaining strong collaborative relationships across the school and campus.
The Administrative Associate Director serves as a subject matter expert in research-related financial and operational data, utilizing strong analytical, organizational, and problem-solving skills to support institutional planning and leadership decision-making. This role develops and maintains databases, tracking systems, dashboards, and reporting mechanisms used to monitor financial commitments, research investments, proposal activity, awards, expenditures, and other research performance indicators. The incumbent prepares analyses and reports for senior leadership, including the Administrative Director, Vice Dean for Research, Senior Director of Research Operations, and other stakeholders, ensuring the accuracy, integrity, and accessibility of information used to guide strategic decisions.
The Administrative Associate Director independently manages multiple complex priorities and projects while exercising sound judgment, discretion, and attention to detail in handling sensitive financial and personnel-related information. In partnership with SMPH Analytics, Fiscal Affairs, Human Resources, and other campus partners, this role identifies opportunities to improve administrative processes, implements operational efficiencies, develops procedures and documentation, and supports strategic initiatives that advance the research mission of SMPH. The position also provides administrative and analytical support to research leadership through project management, data analysis, issue resolution, and coordination of responses to emerging needs and special initiatives.

• 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
  
  • Demonstrated ability to interpret and apply policies, procedures, and funding guidelines.
  • Excellent written and verbal communication skills.
  • Demonstrated ability to manage multiple priorities and deadlines in a complex organizational environment.
  • Knowledge of sponsored research administration and university financial management practices.

Key Job Responsibilities:

• Ensures that policies, procedures, and standards are maintained and develops processes and procedures to improve the unit

• Engages in strategic planning and policies to ensure the strategic direction supports the needs of stakeholders

• Evaluates, designs, and implements operations to align with the strategic direction

• Establishes goals and priorities for the annual budget for all revenues and expenditures

• Serves as the unit liaison to internal and external stakeholder groups providing organizational information and representing the interests of the unit

Department:
School of Medicine and Public Health, Office of Basic Research, Biotechnology, and Graduate Studies
The University of Wisconsin School of Medicine and Public Health Office of Basic Research, Biotechnology and Graduate Studies supports faculty, trainees, and staff as they launch and grow cutting-edge research programs. With experts in proposal development, grants administration, research compliance, shared resources, basic research training, and industry engagement, the Office promotes research collaboration, innovation, and discovery while helping translate research outcomes into meaningful improvements in health across Wisconsin and beyond.
Compensation:
The starting salary for the position is $95,000 annually; 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 SMPH Faculty /Academic Staff Benefits Flyer 2026
Required Qualifications:

• Minimum of five (5) years of progressively responsible experience in research administration, with significant experience in post-award administration or research financial management.
• Experience working within an academic medical center, health sciences campus, or research-intensive university.

Preferred Qualifications:

• Experience managing databases and analyzing research, financial, or administrative data.
• Experience developing, implementing, and improving administrative processes and workflows.

• Experience tracking financial commitments and preparing financial analyses and reports.
• Experience developing dashboards, data visualizations, or executive reports using research and financial data.
• Experience collaborating across finance, human resources, research administration, compliance, and academic affairs functions.
• Experience with UW-Madison systems and processes, including Workday, RAMP, or related research administration tools.

Education:
Bachelor's degree in Business Administration, Public Administration, Finance, Research Administration, Higher Education Administration, or a related field required.
How to Apply:
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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.
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• Cover letter required
• Resume required

Your cover letter should address how your training and experience aligns 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:
Kelly Rose, kelly.rose@wisc.edu, 608-265-8069
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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.
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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 backgroundsand 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.
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