Special Assistant

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Special Assistant
The candidate works closely with the Vice President and each of the division heads in coordinating the administrative activities of System. The activities of this position will focus on the operational systems administered by System Administration and System institutions. Will coordinate intersecting activities with the Office of the Vice President of Finance. This position is responsible for providing leadership on the development, review, and approval of UW System Administrative policies and procedures with respect to general operations, finance, and academic and student affairs. The Director provides operational oversight of and direction to the System Project Management Office. The Director leads the development and implementation of graduate internship and fellowship relations with academic programs at Madison and other institutions of higher education. Provide leadership for the development and revision of System Administrative policies and procedures in the areas of academic and student affairs, finance, and general administration. Specifically: Lead an internal policy development team charged with reviewing and updating systemwide policies related to finance and general administration. Coordinate with the Vice President for Academic and Student Affairs to ensure the review of systemwide policies in areas under his/her purview. Ensure timely communication of policies to affected stakeholders. Analyze policies and procedures in accordance with units to look for opportunities for process improvement. Coordinate the policy development and review process for university System Administration. Manage the organizational structure of System Administrative policies and procedures. Coordinate with units to develop an annual policy priorities plan establishing a hierarchy of policies and procedures to be reviewed. Collaborate with information technology staff to maintain and continuously enhance the policies website for the use of both internal and external stakeholders. Supervise staff to support policymaking initiatives. Direct the development and implementation of graduate internship and fellowship programs. Establish a formal internship relationship with university Madison graduate programs, including the La Follette School of Public Affairs, the Law School, and Education. Develop learning objectives for internships at university System Administration. Work jointly with Madison graduate programs to develop seminars (non-credit) for students on topics of interest related to university System Administration and the university System and topics of interest to faculty and students. Teach in seminars or other sessions/classes with faculty as determined by Madison. Explore development of a System Fellows Program to provide opportunities for post-graduate employment in the System. Explore opportunities to partner with university Madison (or other) graduate programs and employers to create employment and learning opportunities. Direct the operations of the UW System Project Management Office (PMO). Specifically: Provide day-to-day leadership for the operations of the office and serve as the primary point of contact between the PMO and UW System Administration leadership. Allocate project management resources and personnel to support various systemwide initiatives. Approve the development of tools, procedures, and practices to maintain and improve the PMO’s services. Liaise between members of the PMO and UW System staff to facilitate issue escalation and resolution, as needed. Facilitate collaboration between 1) UW institutions and 2) peer systems in the area of project management to encourage the use of best practices. Develop and maintain an annual budget for the PMO in consultation with the Vice President for Administration. Review and manage delegations of authority made by the UW System President. Draft and revise Regent Policy Documents related to administration for presentation to the Board of Regents and UW System leadership. Monitor and evaluate administrative policies, programs and management practices as an aid to management decision making. Analyze and summarize higher education best practices and data to inform decision-making by System leadership. Develop and prepare policy papers outlining alternatives and recommendations in support of various System non-academic programs. Analyze the impact of legislative and/or initiatives on the administrative activities of the university System. Conduct research projects and prepare responses to inquiries or requests from the Vice President and other System leaders. Develop agendas and provide staff support for committee meetings and other appropriate staff meetings convened for discussion and policy development. Direct highly sensitive projects as assigned by the Vice President for Administration. Act on behalf of the Vice President on matters of a sensitive and/or confidential nature. Represent the Vice President on various internal and/or external committees and meetings. Coordinate with various System Administration offices, particularly the Offices of Finance, General Counsel, Board of Regents, and the President, to ensure integrated decision-making and communication.

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