Student Engagement Operations & Budget Specialist

UW-Whitewater; Whitewater, Northern (WI, KY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

UW-Whitewater is seeking an experienced administrative professional to provide comprehensive support to the Student Engagement unit. You will coordinate calendars, travel, meetings, and critical operational priorities with campus partners while maintaining confidential records and financial processes.

Key duties include budget monitoring, purchasing, invoices, and reporting, plus supervising student employees and overseeing the student employment program.

Qualifications

• Associate degree in Business Administration or 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.
• Bachelor's degree.
• Experience with Workday or similar enterprise administrative systems.
• Experience supporting budget management, procurement, and financial reporting.
• Experience coordinating meetings, events, projects, or departmental initiatives.
• Demonstrated ability to work with diverse backgrounds and contribute to an inclusive campus environment.
• Willingness to participate in safety rules and trainings.

Responsibilities

• 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.
• 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.
• 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.

Skills

Administrative support

Budget management

Procurement

Policy interpretation

Communication skills

Leadership support

Workday

Meeting coordination

Diversity & inclusion

Safety awareness

Education

Associate degree in Business Administration

Bachelor's degree

Tools

Workday

Job description

UW-Whitewater is seeking an experienced administrative professional to provide comprehensive support to the Student Engagement unit. You will coordinate calendars, travel, meetings, and critical operational priorities with campus partners while maintaining confidential records and financial processes.

Key duties include budget monitoring, purchasing, invoices, and reporting, plus supervising student employees and overseeing the student employment program.