Student Engagement Administrative Specialist - University Center

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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 salary within 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 supp