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: Academic Staff
Employment Type: Regular
Job Profile: Department Administrator II
Job Summary: The Department of Mechanical Engineering (ME) at the University of Wisconsin-Madison is the largest department in the College of Engineering. The department serves over 1,700 undergraduate students and 200 graduate students across three-degree programs: Mechanical Engineering, Engineering Mechanics, and Aerospace Engineering (launching Fall 2026). ME is currently home to 56 tenured and tenure-track faculty members, 12 instructional staff, 15 administrative staff and 17 research staff. The department manages an annual operating budget of approximately $16 million and supports more than $30 million in annual research expenditures.
The Department Administrator serves as the department's chief administrative officer. This position oversees nearly every aspect of the department's administrative enterprise, including finance, communications, human resources, research administration and facilities. Operating with substantial independence under the general direction of the Chair, the Department Administrator is responsible for ensuring the effective, efficient, and compliant operation of a large, multifaceted department while coordinating a broad portfolio of complex administrative functions in support of the department's teaching, research, and outreach missions. The Department Administrator directly and indirectly supervises the fifteen administrative staff members in the department.
This is an exceptional opportunity for a motivated and accomplished administrator to contribute to the success of one of the nation's premier mechanical engineering departments. The successful candidate will bring exceptional organizational, project management, communication, and supervisory skills, along with the ability to navigate a complex and dynamic academic environment. This individual will play a vital role in supporting the department's strategic priorities while fostering a culture of service, professionalism, collaboration, and continuous improvement.
Additional Information:
- It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location
- The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. University sponsorship is not available for this position.
Key Job Responsibilities: - Provides leadership in developing and administering budgets. Oversees financial operations including grants, contract, and other funds to ensure adherence to prudent and generally accepted accounting practices, and compliance with Federal, State, university, and sponsor rules, regulations, laws and bylaws
- Provides leadership for faculty recruitment, evaluation, development, and promotion processes
- Provides oversight and management of office and research space on and off campus, department information systems, and regional network development
- Responsible for communication and marketing of department activities, accomplishments, and department philanthropic activities including meeting with and engaging potential donors
- 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
- Provides leadership for the strategic and short-term planning processes, as well as obtaining and validating data needed for strategic decision-making
- Provides leadership, guidance, and management of the department's research, teaching and service programs, and staff to ensure efficient and effective operations
- Provides leadership and administrative oversight of basic and translational research programs including staffing, compliance, fiscal, information technology (IT), and facility needs
- Provides leadership and oversight of training programs
Department: College of Engineering, Department of Mechanical Engineering
Compensation: The minimum salary for this position is $110,000, with flexibility to offer a higher salary commensurate with the successful candidate's experience and qualifications.
Required Qualifications: - Extensive business administration experience
- Significant staff supervisory experience
- Experience in managing budgets and creating financial reports
- Ability to manage a collaborative and effective team
- Excellent organizational skills and attention to detail
- Ability to oversee multiple tasks
Preferred Qualifications: - Significant financial experience including but not limited to: forecasting, strategic planning, creating and managing budgets, developing reporting frameworks and tracking expenditures
- Strong oral and written communication skills
- Experience with process improvement and project management
- Experience in Higher Education Financial Management
- Experience with Workday and SharePoint
- Experience in Higher Education Human Resources Management
Education: Bachelor's degree required, preferably in Business Administration, Accounting, or related field
Master's degree in Business Administration, Accounting, or related field preferred
How to Apply:Please go to the "Apply Now" area and select your current UW Employment Status. Applicants are required to upload a resume and a cover letter outlining relevant qualifications and experience as it pertains to the required and preferred qualifications outlined in this job posting.
The search committee will review all application materials after the posted deadline. We will notify selected applicants to participate further in the selection process directly. References will be requested from final candidates. All applicants will be notified after the search is complete and a candidate has been selected.
Contact Information: Darryl Thelen
1513 University Ave
Madison, WI 53706
[email protected] 
