Administrative Manager

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:

Employment Type:

Job Profile:

Job Summary:

The Department of Otolaryngology-Head and Neck Surgery (DOHNS) welcomes applications for the position of Administrative Manager. As a vital member of the departmental administrative leadership team, the Administrative Manager will serve as a partner and resource to the Vice Chairs of Academic Affairs, Clinical Affairs, and Quality and Patient Safety to advance the portfolio of work spanning each of these domains. These domains include faculty affairs and development, social impact and belonging, clinical operations and program development, and quality and process improvement. The individual in this role will also serve as direct supervisor to the department’s administrative assistant team. This is an excellent opportunity for an organized, creative, and resourceful professional to positively contribute to the advancement of multiple missions within an academic surgical environment.

Examples of specific responsibilities include:

• Tracking key performance indicators (KPIs) across Academic Affairs, Clinical Affairs, and Quality/Patient Safety domains

• Preparing meeting materials

• Tracking action items and decision documentation

• Coordinating data queries

• Interfacing with internal and external stakeholders

Additional Information:

• 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.

Key Job Responsibilities:

• Leads the development and preparation of periodic reports and financial statements, and records progress, status, or other special reports for leadership or external agencies

• Plans, implements, executes, and evaluates existing strategies and objectives for a program and makes recommendations to unit leadership for program or function enhancement

• Contributes to the preparation of proposals for funding and/or funding continuation from outside sponsors

• May assist in the development and monitoring of the unit or program budget and approve unit expenditures

• Identifies workflow needs, contributes to the development of strategic and operational solutions, allocates resources, and implements new or revised unit operational policies and procedures

• May exercise 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 FTE or equivalent employees

• Schedules logistics and secures resources for program activities across multiple work units to ensure optimum efficiency and compliance with appropriate policies, procedures, and specifications

Department:

School of Medicine and Public Health, Department of Otolaryngology-Head and Neck Surgery, Administration

In 1930, Otolaryngology-Head and Neck Surgery (Oto-HNS) was added as a division within the University of Wisconsin Department of Surgery. In 2025, after decades of growth and achievement, the division became an independent department within the School of Medicine and Public Health.  Oto-HNS includes seven divisions: otology and neurotology, laryngology, pediatric otolaryngology, comprehensive otolaryngology, rhinology and skull base surgery, head and neck oncologic surgery, and facial plastic and reconstructive surgery. We provide a full range of state-of-the-art specialized care for adults and children at six clinical practice sites in the Madison area, and six outreach sites across Wisconsin and Illinois. Our team of nationally and internationally renowned faculty and residents prioritizes a collaborative culture, engaging with specialists across our practice sites and throughout campus.  The department offers the highest quality of education to a large variety of learners, providing training to well over 100 individuals each year through clinical rotations, extramurally funded traineeships, externships and more.

Compensation:

The starting salary for the position is $80,000, 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 the SMPH Academic Staff Benefits Flyer.

Required Qualifications:

One or more of the following:

• Project management experience

• People management experience

• Administrative support experience

Preferred Qualifications:

One or more of the following:

• Experience supporting and/or managing initiatives within any of the domains of Academic Affairs, Clinical Affairs, or Quality and Patient Safety

• Experience managing multiple projects with varying deliverables and timelines

• Experience developing and implementing successful process improvement strategies 

At least one year of experience in one or more of the following:

• Project management

• People management

• Administrative support

Highly qualified candidates will have at least one year of experience in all three of the above areas.

Additional preferred:

• Previous UW-Madison experience

• Previous experience with Workday

Education:

Bachelor's degree preferred

How to Apply:

To apply for this position, please click on the "I am a current employee" button or "I am not a current employee" button under Apply Now. You will be prompted to upload the following documents.

• Cover Letter

• Resume

Please note, there is only one attachment field. You must upload all your documents in the attachment field. Applicants are to submit a cover letter and resume detailing their training and experience relating to the required and preferred qualifications referenced above. The application reviewers will be relying on written application materials to determine which qualified applicants will advance in the recruitment process. We will notify selected applicants to participate further in the selection process directly. References will be requested of final candidates. All applicants will be notified after the search is complete and a candidate has been selected.

The department will not be able to support a request for a J-1 waiver. If you choose to pursue a waiver and apply for our position, neither the UW nor UWMF will reimburse you for your legal or waiver fees.

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:

Caitlin Spaulding, [email protected], 608-265-1325

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). 
 
The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.