Student Engagement Administrative Specialist - University Center

Universities of Wisconsin; Whitewater (WI); Sur place; USD 52 000 - 57 000; Plein temps

Résumé du poste

The University of Wisconsin-Whitewater invites applications for a Student Engagement Administrative Specialist in the University Center. This regular, full-time role provides professional-level administrative, financial, and personnel support to the Student Engagement unit within the Division of Student Affairs.

The position coordinates office operations, budgets, procurement, HR, student employment, records, and communications; supervises student workers; serves as liaison with campus offices;

Qualifications

• Requires an associate degree or higher in business/admin related field.
• Minimum of three years of progressively responsible administrative support experience.
• Experience with enterprise administrative systems such as Workday.
• Excellent written, verbal, and interpersonal communication skills.

Responsabilités

• Provide professional-level administrative support to the Student Engagement unit.
• Coordinate calendars, travel, meetings, agendas, and minutes; manage office priorities.
• Oversee Student Employment Program and supervise student staff.
• Manage budgeting, procurement, invoices, and financial reporting.

Connaissances

Administrative support

Communication skills

Workday experience

Formation

Associate degree in Business Administration or related field

Outils

Workday

Description du poste

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.

Position Title:

Student Engagement Administrative Specialist - University Center

Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Administrative Specialist

Job Duties:

Attention:

The University Center in the Division of Student Affairs at the University of Wisconsin-Whitewater seeks a Student Engagement Administrative Specialist (Administrative Specialist, AD006).

Job Details:

The Student Affairs Administrative Specialist reports to the Executive Director of Student Engagement and provides comprehensive professional-level administrative, operational, financial, and personnel support for the units of Student Engagement under the division of Student Affairs Serving as a primary administrative resource for the unit leadership team, this position coordinates and manages administrative processes across multiple functional areas, including office operations, budget and finance, procurement, human resources, student employment, records management, communications, and departmental projects.

The Administrative Specialist independently coordinates administrative and operational processes, resolves issues, provides guidance to staff, and recommends solutions that support Student Engagement priorities and operations. The position provides oversight of the Student Engagement Student Employment Program, coordinating program processes, supporting consistent student employment practices across units, and providing guidance to supervisors and staff regarding student employee recruitment, onboarding, training, personnel processes, performance management, and development. The position serves as a key liaison between Student Engagement and campus administrative offices and provides guidance to departmental staff regarding administrative, personnel, financial, and operational processes.

This position contributes to the success of Student Engagement by developing and maintaining efficient administrative processes, analyzing information to support decision-making, and providing the administrative infrastructure necessary for staff to deliver high-quality programs, services, and experiences that support student learning, belonging, engagement, and success.

Essential Responsibilities:

Executive and Administrative Support

• Provides comprehensive professional-level administrative support to the Student Engagement unit.
• Coordinates facility access, scheduling, office logistics, and other operational needs in collaboration with appropriate campus partners.
• Coordinates calendars, meetings, travel arrangements, special projects, and administrative priorities as needed.
• Coordinates departmental meetings, prepares agendas and materials, records minutes, communicates follow-up actions, and monitors completion of assigned action items.
• Maintains confidential records and files in accordance with university policies, records retention requirements, and applicable privacy standards.
• Analyzes administrative information and prepares reports to support leadership decision-making, planning, and continuous improvement.
• Develops, maintains, and improves office procedures, records management systems, administrative workflows, and tracking processes.
• Provides guidance to departmental staff regarding administrative procedures, timelines, documentation requirements, and appropriate campus resources.
• Ensures the confidentiality and appropriate handling of personnel, financial, student, and other sensitive departmental information.

Financial Administration

• Coordinates and administers purchasing, procurement, payment, and financial processes for the Student Engagement unit.
• Processes and reviews invoices, purchase requests, travel reimbursements, expense reconciliations, and other financial transactions for accuracy, completeness, and compliance.
• Monitors departmental budgets and prepares regular financial reports for review.
• Assists in analyzing expenditures, budget balances, trends, and variances and identifies potential budgetary concerns or resource needs.
• Assists leadership with budget planning, forecasting, resource allocation, and monitoring of departmental financial priorities.
• Coordinates contracts, service agreements, vendor documentation, and related administrative processes.
• Ensures financial activities are consistent with University, UW System, and State of Wisconsin fiscal policies and procedures.
• Identifies financial or procurement issues requiring additional review and coordinates with Financial Services, Purchasing, or other appropriate campus offices to resolve issues.
• Develops and maintains administrative procedures and tracking systems that improve the accuracy, efficiency, and timeliness of departmental financial processes.

Student Employment Management and Supervision

• Oversees the Student Engagement Student Employment Program, establishing consistent processes, expectations, and practices across Student Engagement units.
• Directly supervises student employees assigned to support student employment administration, providing direction, coaching, feedback, and professional development.
• Provides leadership and oversight for student employment processes, including recruitment, hiring, onboarding, payroll, and performance evaluation processes.
• Develops and maintains student employment procedures, resources, timelines, and communication practices to support consistent and efficient administration across Student Engagement.
• Establishes and supports student employee onboarding, training, and professional development practices that promote student learning, leadership development, and career readiness.
• Identifies trends, challenges, and opportunities within student employment and recommends improvements to strengthen the student employee experience and operational effectiveness.

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

Key Job Responsibilities:

• Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
• Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
• Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
• Serves on committees and attends meetings, representing the interests of the unit or program
• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success

Department:

University Center

Compensation:

Well-qualified candidates can expect a starting annual salarywithin the range of $52,000 - $57,000 commensurate with the candidate’s education, related experience, and qualifications.

UW System employees receive an excellent benefit package. To learn more about the UW System’s comprehensive benefit package, review the UW System Employee Benefits Brochure.

Required Qualifications:

• Associate degree in Business Administration, Office Administration, Higher Education Administration, or a related field, or an equivalent combination of education and experience.
• Three years of progressively responsible administrative support experience.
• Experience managing financial, budgetary, procurement, or related administrative processes.
• Experience providing administrative support to leadership or management.
• Demonstrated experience interpreting and applying policies and procedures.
• Excellent written, verbal, and interpersonal communication skills.

Preferred Qualifications:

• Bachelor’s degree.
• Administrative experience in higher education or a student affairs environment.
• Experience with Workday or similar enterprise administrative systems.
• Experience supporting budget management, procurement, and financial reporting.
• Experience analyzing administrative or financial data and preparing reports.
• Experience coordinating meetings, events, projects, or departmental initiatives.
• Experience supporting student employment or personnel processes.

Knowledge, Skills, and Abilities:

• Demonstrated ability to work collaboratively with individuals from diverse backgrounds and contribute to an inclusive campus environment
• Willingness and ability to be an active participant in following applicable safety rules and regulations, including necessary training and drills

CAMPUS INFORMATION:

UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university’s 11,500 students at its main and Rock County campuses. The team provides high-impact practices and academic programs — online and in person — from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW serves approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university’s arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities — a priority mission since the 1970s.

UW-Whitewater’s campuses are located centrally near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin’s Park Place.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campus Universities of Wisconsin (https://www.wisconsin.edu).
Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).
Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and Universities of Wisconsin Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.
The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.
For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see Annual Security and Fire Safety Report if you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

UW IS AN EQUAL OPPORTUNITY EMPLOYER:

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.