Administrative Supervisor

The Department of Pediatrics is seeking a highly motivated and experienced Administrative Supervisor to provide comprehensive administrative leadership and direct support to the division chief, faculty, and staff, in the Child Protection division.

This role is responsible for coordinating complex clinical, academic, and administrative functions, as well as managing faculty communications, meeting planning, and domestic and international travel. The Administrative Supervisor will play a key role in ensuring seamless operations that support the clinical, educational, research, and advocacy missions of the division, with particular attention to the sensitive, multidisciplinary, and time-critical work of child protection services. In addition, this position supervises a team of administrative staff and oversees workflows to ensure timely and accurate completion of teaching, research, clinical, administrative, and professional society activities for staff and providers. Supervisory responsibilities include performance management, mentoring, training, and providing ongoing feedback to foster professional growth and operational excellence.

• 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.

• Strong leadership and interpersonal skills, with the ability to motivate, support, and guide team members.

• Excellent organizational skills and attention to detail, with the ability to prioritize tasks, meet deadlines, and manage multiple competing priorities.

• Ability to adapt to changing priorities and work effectively in a fast-paced environment.

• Exceptional written and verbal communication skills.

• Demonstrated commitment to fostering a positive, collaborative work environment and promoting teamwork.

• Strong problem-solving skills with the ability to anticipate needs, exercise sound judgment, and manage confidential information with discretion.

• Manages faculty calendars related to educational, clinical, administrative, and research activities, being cognizant of travel time and other deadlines. Prioritizes and schedules meetings for divisional faculty and staff.

• Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)

• Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies

• Assists, recommends, and advises staff, on unit or program administrative issues, personnel matters, and budgetary problems

• Assists division physicians with the submission of new and renewal IRB applications. Prepares and maintains biosketches, MyNCBI and CVs.

• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success

• 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

• Develops, schedules, and prioritizes unit or program work plans in accordance with specifications and resource limitations

• Assists with the preparation of the Department of Pediatrics purchasing and reimbursement procedures which include but are not limited to requisitions, direct payments, payment to individual reports, internal work orders and UW Health Fiscal forms.

• Assists physicians with research studies by compiling information and documentation. Assists with preparation of manuscripts, grant applications, abstracts, instructional material slides, etc. Provides support for special projects as requested.

School of Medicine and Public Health, Department of Pediatrics, Pediatric Support Staff

The Department of Pediatrics at the University of Wisconsin School of Medicine and Public Health is a vibrant academic department comprising more than 230 faculty members in 16 subspecialty divisions. The department promotes and enhances the health of children through outstanding clinical care, exemplary education of pediatric trainees, performance of cutting-edge research, and vigorous advocacy. Our faculty and research staff enjoy a robust infrastructure of services as well as the opportunity to contribute to our world-class research portfolio - since 2015 the department has ranked among the Top 20 pediatrics departments receiving NIH funding, according to Blue Ridge Institute for Medical Research. To provide remarkable health care for everyone in our community, we are committed to fostering a diverse, equitable, and inclusive environment in all aspects of our work. To learn more about the department's work and accomplishments, please visit: https://www.pediatrics.wisc.edu/.

• The starting salary for the position is $70,000 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.

• SMPH Faculty /Academic Staff Benefits Flyer 2026

• Minimum of two years of experience in an administrative role

• Experience supervising staff

• Proficiency with Microsoft Office Suite and other relevant software applications

• Experience providing administrative support within an academic medical center, healthcare, or higher education environment

• Experience coordinating complex scheduling

• Bachelor's Degree preferred

For the best experience completing your application, we recommend using Chrome or Firefox as your web browser.

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.

Important: The application has only one attachment field. Upload all required documents in that field, either as a single combined file or as multiple files in the same upload area.

Upload required documents:

• Cover letter

• Resume

Your cover letter should address how your training and experience align 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.

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.

Ashley Rupnow, ashley.rupnow@pediatrics.wisc.edu, 608-265-3961

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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).

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