ADMINISTRATIVE MANAGER (100%)
WISCONSIN GEOLOGICAL AND NATURAL HISTORY SURVEY
Position Description
WGNHS Mission: The Wisconsin Geological and Natural History Survey (WGNHS) is part of Cooperative Extension, one of four divisions of the University of Wisconsin-Extension. The WGNHS conducts earth-science surveys, field studies, and research. It provides objective scientific information about the geology, mineral resources, water resources, soil, and biology of Wisconsin. The WGNHS collects, interprets, disseminates, and archives natural resource information and communicates the results of its activities through publications, technical talks, and responses to inquires from the public. These activities support informed decision making by government, industry, business, and individual citizens of Wisconsin. More information about the WGNHS can be found at http://www.uwex.edu/wgnhs/
Working Title: Administrative Manager (100%)
Official Title: Administrative Program Specialist (title prefix to be determined)
Office Location: Wisconsin Geological and Natural History Survey, 3817 Mineral Point Road, Madison, Wisconsin, 53705-5121
Position Purpose:
The Administrative Manager provides administrative and fiscal leadership to ensure that WGNHS is successful in achieving its mission. Working collaboratively with Survey staff, this position administers the General Purpose Revenue (GPR) and extramural funds needed by WGNHS to offer programs and services. The Administrative Manager assists in the areas of hiring and workplace policies to ensure that appropriate personnel procedures and policies are followed at WGNHS.
Primary Duties/Essential Job Functions:
- Provide leadership and specialized administrative and fiscal services to support WGNHS program areas:
- Serve as a member of the WGNHS management team
- Develop and implement the annual budget (approximately $1.5 million) in accordance with decisions made by the management team
- Monitor and manage the annual and project budgets; prepare budget reports and projections throughout the year
- Coordinate budget, financial monitoring, analysis, and reporting activities at the departmental and divisional level
- Work closely with WGNHS staff to facilitate program and project activities
- Oversee procurement of supplies and services in accordance with UW rules and regulations
- Collaborate with WGNHS staff and the UW Extension Office of Extramural Support to develop proposals and monitor budgets for extramural support funds:
- Prepare budget figures for grant proposals
- Work with project directors to expend grant funds, create appropriate records and monitor budgets
- Coordinate inter-institutional agreements, subcontracts, and other administrative relationships in support of extramural funding
- Administer personnel functions of the WGNHS:
- Direct the hiring process for permanent and temporary WGNHS staff positions, including student appointments
- Work with the Cooperative Extension Human Resource Development Office to ensure that current recruitment and hiring guidelines are followed
- Develop and implement administrative procedures for WGNHS
- Lead effort to instruct employees in office policies and procedures
- Supervise administrative support staff (currently one FTE):
- Interview and make hiring decisions for administrative support staff
- Instruct staff in office policies and procedures
- Conduct performance evaluations
Accountability Relationships:
The position is accountable to the position of State Geologist and WGNHS Director. The position provides services to about 21 WGNHS staff, and supervises one administrative support staff. The position coordinates WGNHS administrative functions with those of UW Extension Business and Human Resources Services.
TO BE CONSIDERED ELIGIBLE FOR THIS POSITION YOU MUST MEET ALL OF THE FOLLOWING MINIMUM QUALIFICATIONS:
- Bachelors degree and three (3) years of relevant administrative/fiscal experience in a governmental, public sector or higher education setting, OR, 5 years of relevant administrative/fiscal experience in a governmental, public sector or higher education setting
- Demonstrated experience working with spreadsheets and formulas
- Ability to manage and supervise office staff, which may include prior lead worker responsibilities
- Demonstrated ability to accomplish detail-oriented work duties, including those associated with budget and personnel administration
- Knowledge and skills to effectively engage with people from different cultural backgrounds including those associated with race, ethnicity, national origin, religion, socioeconomic status, age, gender, physical and cognitive ability, sexual orientation, and other aspects of human diversity
BEST QUALIFIED APPLICANTS WILL ALSO DEMONSTRATE MANY OF THE FOLLOWING KNOWLEDGE, SKILLS AND ABILITIES:
- Masters degree in business, accounting or related discipline
- Experience in grant administration
- Demonstrated management, personnel administration or supervisory experience
- Excellent communication and writing skills
- Strong interpersonal and problem-solving skills in a team setting
- University or state administrative or financial work experience, including knowledge of fiscal and administrative rules, regulations, and procedures
- Familiarity with on-line University of Wisconsin administrative tools, such as HRS, travel reimbursement, Wispr and WISDM
- Ability to organize work and to work independently
- Strong computer and related technology skills
- Interest in the geology and/or natural history of Wisconsin
- Knowledge of the legacy of Cooperative Extension as part of the U.S. system of land-grant institutions, dedicated to service in the public good
TYPE OF APPOINTMENT:
This position is a fixed-term renewable academic staff appointment in the University of Wisconsin-Extension’s division of Cooperative Extension, working within the WGNHS unit. Fixed-term academic staff appointments are made on an annual basis, with renewal possible.
POSITION CLARIFICATION:
This position is subject to UW System, UW-Extension and Cooperative Extension human resource policies. This position description is not intended to be comprehensive in nature given the changes in primary duties/essential job functions and position expectations that can occur over time in response to emerging and assessed community, program and organizational needs. Changes to this position description are subject to the approval of the Cooperative Extension Human Resource Development Office and those to whom the position is accountable.
POSITION BENEFITS AND SALARY:
State of Wisconsin benefits (https://www.wisconsin.edu/ohrwd/benefits/) including retirement, vacation, sick leave, health insurance, and other insurances. Starting salary range commensurate with qualifications: $49,000 to $62,000.
EQUAL OPPORTUNITY:
As an affirmative action employer, UW-Extension provides equal opportunity in programs and employment; and is strongly committed to maintaining a climate supportive of respect for differences and equality of opportunity. UW-Extension does not discriminate on the basis of age, race, creed, color, disability, sex/gender, sexual orientation, national origin, ancestry, religion, marital status, identity as a veteran, disabled veteran, Vietnam veteran or any other military service, arrest record or non-program related conviction record. We promote excellence through diversity and encourage all qualified individuals to apply.
Materials will be made available in alternative format upon request. Please call 711 if you are hearing or speech impaired and need assistance. Direct inquiries concerning equal opportunity to: UW-Extension Office of Equity, Diversity and Inclusion; Room 501; 432 N. Lake Street; Madison, WI 53706.
CRIMINAL BACKGROUND CHECK:
A criminal records review will be conducted prior to employment. Completed consent forms will be requested at the time of final interviews. In compliance with the Wisconsin Fair Employment Act, convictions and pending charges will be considered only as they relate to this position.
Posting date: September 4, 2015 Closing date: October 6, 2015
PVL #: C16-021 WGNHS Administrative Manager- page 3
September 2015