Administrative Specialist

Universities of Wisconsin•Milwaukee, WI

3d•Onsite

About The Position

The Chancellor’s Office is recruiting two Administrative Specialists to support senior leadership within the Office of the Chancellor and the Office of External and Government Relations. These offices play a central role in advancing the University of Wisconsin–Milwaukee’s mission through executive leadership support, strategic partnerships, government relations, and engagement with internal and external stakeholders. Reporting to senior leadership, the Administrative Specialist serves as a trusted administrative and operational partner, providing high-level coordination and executive support to ensure efficient, compliant, and professional office operations. This role requires discretion, strong organizational skills, sound judgment, and the ability to manage competing priorities while supporting leadership decision-making and high-profile engagements.

Requirements

Bachelor’s degree or equivalent professional experience.
Demonstrated strong experience providing administrative or executive support in a professional environment.
Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams).

Nice To Haves

Experience supporting senior leadership, executives, or complex organizations.
Knowledge of higher education, government, or public-sector operations.
Experience with UWs systems or other financial, HR, or records-management systems.
Familiarity with content management or records systems (e.g., WordPress, EMMA, Qualtrics), or ability to learn.

Responsibilities

Provide executive-level administrative support to senior leadership, including workflow coordination, communications, and follow-through on key initiatives.
Prepare briefings, background materials, schedules, and logistical support for meetings, events, and engagements.
Anticipate administrative needs and proactively address operational issues.
Coordinate purchasing, expense tracking, and documentation in compliance with university policies.
Support records management, reporting, audits, and confidentiality requirements.
Manage complex calendars and coordinate travel arrangements, meetings, events, and official functions involving university leadership.
Handle logistics such as room reservations, catering, visitor access, parking, and materials.
Maintain shared calendars, collaboration tools, websites, and internal tracking systems to support office operations and outreach.
Oversee day-to-day office operations and maintain efficient administrative systems and processes.
Serve as the primary point of contact for office logistics, facilities, IT coordination, onboarding, and general administrative needs.