Assistant Director of Administration

We are looking for an experienced Assistant Director of Administration to support complex operational and project-based work within a healthcare-focused environment in Madison, Wisconsin. This Long-term Contract position is ideal for a highly organized and detail-oriented individual who can coordinate priorities, guide teams, and keep administrative and project activities moving efficiently. The role combines high-level administrative support with leadership in planning, communication, budgeting, and oversight across multiple initiatives and community-facing efforts.

Responsibilities:

• Lead project coordination efforts by outlining objectives, building structured work plans, setting milestones, and organizing resources to support timely execution.
• Guide and support team members across communities by assigning work, clarifying expectations, and encouraging strong collaboration toward shared goals.
• Monitor project-related spending, compare actual costs against planned budgets, and address variances to help maintain financial control.
• Track progress across active initiatives, review performance indicators, and respond quickly to issues that could affect timelines or outcomes.
• Identify operational and project risks early, develop practical mitigation plans, and resolve challenges throughout the life of each initiative.
• Maintain clear communication with stakeholders, community partners, and internal teams by sharing updates, answering questions, and addressing concerns professionally.
• Review deliverables for accuracy, completeness, and alignment with established quality expectations and project standards.
• Prepare and present reports that summarize status, results, trends, and key insights for leadership and other stakeholders.
• Provide oversight and coordination support for talent acquisition and recruitment-related administrative functions.
• Manage executive-level administrative tasks such as calendar coordination, travel planning, meeting logistics, and conference call support as needed.
• At least 3 years of experience in administrative support, project coordination, or a related operational role.
• Demonstrated ability to manage multiple priorities with strong attention to detail and consistent follow-through.
• Experience supporting project planning activities, including timeline development, task coordination, and resource organization.
• Working knowledge of budget tracking and expense monitoring within project or departmental settings.
• Strong leadership and team coordination skills, with the ability to provide direction and build engagement across groups.
• Excellent written and verbal communication skills for preparing updates, reports, and stakeholder correspondence.
• Proficiency in calendar management, travel arrangements, meeting coordination, and general administrative support.
• Experience handling documentation and logistics, including conference calls and records related to business operations or regulated environments.