Department Administrator - Mathematics

The Department of Mathematics at UW-Madison seeks a Department Administrator (DA) to support departmental operations. As one of the largest departments on campus, Mathematics is home to over 400 workers, including faculty, academic staff, university staff, pre- and postdoctoral trainees, as well as graduate and undergraduate student employees. The department teaches around 10% of the total credit hours in the College of Letters & Science, with a combined enrollment of close to 20,000 each academic year.

The DA position is central to the well-being of the Mathematics Department, as it touches upon nearly every aspect of departmental operations and planning. The DA is a key partner with faculty leadership and serves as a resource for all members of the department. The DA is responsible for the smooth and efficient running of departmental administrative and financial functions. The DA operates with a significant level of independence, with general direction from the Chair and faculty leadership. The position requires creative problem-solving, continuous improvement, and management of change. The person in this role must possess a high degree of professionalism, project management and organizational skills, and the ability to interact effectively with department members, the College of Letters & Science (L&S), the larger campus, and off-campus stakeholders.

Primary responsibilities include:

Personnel Management: Direct supervision of at least 4.0 full-time staff. Serves as primary resource for all administrative areas including finance/procurement, human resources and recruitment, grant administration, and general operations. Provides expertise in determining appropriate staffing levels, subject to Departmental Executive Committee and College approval. Hiring, promotion, discipline, and performance management of direct reports and ancillary team.

Fiscal operations: Development of departmental budgets of approximately $20m annually. Creation and maintenance of financial records, analyses, reports, and forecasts, including both GPR and research expenditures. Fundraising and active management of donor funds at UW Foundation to support the department mission of research, teaching and service.

Facilities Management: Initiation and management of projects related to maintenance and renovation of Math Department spaces, in consultation with the Department Chair and relevant departmental committees.

• 15% Provides leadership for the strategic and short-term planning processes, as well as obtaining and validating data needed for strategic decision-making
• 10% Provides leadership, guidance, and management of the department's research, teaching and service programs, and staff to ensure efficient and effective operations
• 5% Provides leadership and oversight of training programs
• 10% Provides leadership and administrative oversight of basic and translational research programs including staffing, compliance, fiscal, information technology (IT), and facility needs
• 25% 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
• 5% Provides leadership for faculty recruitment, evaluation, development, and promotion processes
• 5% Provides oversight and management of office and research space on and off campus, department information systems, and regional network development
• 10% Responsible for communication and marketing of department activities, accomplishments, and department philanthropic activities including meeting with and engaging potential donors
• 15% 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

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.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Required
Bachelor's Degree
Equivalent experience in similar or related role will be considered in lieu of a 4-year degree.

Required Qualifications:
- Minimum 3 years supervision of at least 2.0 direct reports
- Minimum 2 years experience working with financial data and budget generation
- Strong verbal and written communication, administrative, and organizational skills
- 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

Preferred Qualifications:
- Experience working in higher education administration or nonprofit sector
- Experience with improving processes, managing change and/or applying systems thinking to work

Full Time: 100%

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.

Ongoing/Renewable

Minimum $88,000 ANNUAL (12 months)
Depending on Qualifications
The typical starting salary for this position is $88,000, depending on qualifications and experience. Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Benefits information can be found at (https://hr.wisc.edu/benefits/)

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. University sponsorship is not available for this position.

Please click on the "Apply Now" button to start the application process.

Applications must be submitted by 11:55pm on the deadline date. To apply, please upload a cover letter and CV/resume. In your cover letter, please detail your experience and background as it relates to the qualifications and duties in this job description. Please note your application materials may be used as a writing sample. Additional materials submitted beyond the cover letter and resume will not be considered.

Selected applicants will be invited to participate in onsite interviews to be held approximately 7-10 days after the application deadline. Additional interviews may be requested of finalists and will be scheduled individually. Once final applicants are identified, they will be asked to provide names and contact information for at least three professional references, including a current/most recent supervisor.

For questions on the position contact: Prof. Jean-Luc Thiffeault (thiffeault@wisc.edu)

Jean-Luc Thiffeault
jeanluc@math.wisc.edu
608-263-4089
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Department Administrator II(AD026)

A48-COL OF LETTERS & SCIENCE/MATHEMATICS/MATH

Academic Staff-Renewable

311656-AS