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:
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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
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September 2015
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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
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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
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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
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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
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September 2015
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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
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September 2015