The University of Wisconsin-Madison's Office of Research and Sponsored Programs (RSP) is responsible for administering the extramural research grants and contracts to the University of Wisconsin-Madison and the University of Wisconsin-System. RSP currently manages an open portfolio of over $4 billion, with annual awards over $1.5 billion.

The Administrative Manager will provide executive-level support to the Director of Research and Sponsored Programs. This position is responsible for leading and managing an administrative team that coordinates complex administrative activities among RSP staff members and University research administrators at various levels.

The Administrative Manager must also have knowledge related to federal, state, and local government agency sponsors, foundations, non-profit organizations and associations. Considerable independent initiative and judgment, along with a high level of administrative problem-solving and analytic ability are necessary. In addition, this position requires excellent management and administrative skills, exemplary oral and written communication skills, and human relations skills. Excellent organizational skills are crucial for success in this position.

• 25% Identifies workflow needs, contributes to the development of strategic and operational solutions, allocates resources, and implements new or revised unit operational policies and procedures
• 15% 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
• 25% Schedules logistics and secures resources for program activities across multiple work units to ensure optimum efficiency and compliance with appropriate policies, procedures, and specifications
• 5% Leads the development and preparation of periodic reports and financial statements, and records progress, status, or other special reports for leadership or external agencies
• 10% May assist in the development and monitoring of the unit or program budget and approve unit expenditures
• 10% Contributes to the preparation of proposals for funding and/or funding continuation from outside sponsors
• 10% Assist in overseeing, coordinating, and management of user accounts and access to external sponsor systems for grants management

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:

Well-qualified applicants will have the following preferred experience:
-Knowledge of software programs/systems, such as Microsoft Word, Excel, PowerPoint, and web applications, eRA Commons, RAMP, WISDM and PeopleSoft.
-General knowledge of UW-Madison's policies and procedures related to the administration of extramural support.
-Knowledge of UW System policies and procedures related to travel, purchasing, and event management is preferred.
- Knowledge of supervisory procedures and techniques.
-Exceptional customer service skills. Ability to build and maintain effective working relationships with colleagues.
-Excellent time management skills and ability to work quickly and accurately under pressure in a fast paced, deadline oriented environment.
-Detail oriented with excellent organizational skills.
-Ability to work both independently and in a team environment to manage and coordinate multiple complex projects and programs.
-Must be able to exercise superior judgment and skill in handling sensitive and confidential matters. Must possess excellent communication skills in order to handle inquiries with diplomacy and tact. Proficiency in making a wide variety of decisions, analyzing situations and exercising good judgment.
-Excellent written and verbal communication skills.
-Self-motivated and proactive working style, personable and welcoming attitude and proven ability to collaborate effectively.

Full Time: 100%

This position requires 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 $49,700 ANNUAL (12 months)
Depending on Qualifications
The ideal hiring salary for this position will be within $55,000 to $60,000 for experienced candidates. Actual pay will depend on experience and qualifications. This position will receive a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged retirement savings accounts, and participation in the Wisconsin Retirement System (WRS) pension fund.

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 the appointment.

To be considered, applications must be submitted online. Please click on the "Apply Now" button to start the application process. You will be required to upload a cover letter and resume.

Your resume and cover letter should include all relevant education and/or work experience as it relates to this position. Cover letters will be used as a writing sample and to determine the best qualified applicants.

Caitlin Wilhelm

608-890-4389
Relay Access (WTRS): 7-1-1. See for further information.

Administrative Manager(AD005)

A34-OVCR/ADMIN/RSP

Academic Staff-Renewable

296427-AS