Administrative Specialist - College of Business and Economics

University of Wisconsin Stout•Whitewater, WI

9d•Onsite

About The Position

The College of Business and Economics (CoBE) at the University of Wisconsin-Whitewater seeks an Administrative Specialist to provide professional-level administrative and operational support for its Graduate Programs office. This role reports to the Associate Dean of Graduate Business Programs and is responsible for coordinating administrative services related to graduate admissions, student records management, budget and financial processes, and general office operations. The Administrative Specialist will act as a primary resource for faculty, staff, students, and university partners by implementing established policies and procedures, analyzing operational data, coordinating departmental initiatives, and recommending process improvements to support unit and institutional goals.

Requirements

A minimum of an associate's degree with at least two years of experience in administrative support, academic advising, or registrar's office.
Proficiency in Microsoft Office — specifically in Outlook, Word, and Excel.
Experience with electronic data management systems.
Detail-oriented.
Excellent written and oral communication skills.

Nice To Haves

Bachelor's degree preferred.
Experience with training and supervising.
Experience with PeopleSoft or student information systems.
Experience with Slate or other CRM applications.
Strong reasoning and decision-making skills.
Ability to multitask and manage time efficiently in a high-traffic environment.

Responsibilities

Review, monitor, and process all graduate-level applications, including international students, and communicate with students, the Graduate School, the Registrar, and others as needed.
Process program plans and related correspondence for each student following advisor meetings; enroll, swap, add, and drop classes for students in WINS as requested by the Associate Dean or graduate advisor.
Process guest matriculants, change in program, change in start term, change in status, and change in emphasis for graduate students.
Maintain all student files for graduate programs and certificates; update the database with new student information each semester.
Analyze student records for accuracy and compliance with university policies, resolving issues and recommending corrective actions as appropriate.
Monitor and manage enrollment statistics.
Assist with CRM development and refinement; communicate with admissions, the Graduate School, and advisors concerning CRM.
Serve as the administrative assistant to the Associate Dean for Graduate Programs.
Greet, assist, and direct visitors — faculty and staff, current, past, and potential students, and other visitors — professionally.
Coordinate the Associate Dean's office communication to faculty and students regarding University and Graduate Office policy, course delivery, and other relevant information.
Monitor departmental operating budget by tracking expenditures, reconciling financial activity, preparing budget reports, and identifying trends to support fiscal planning and decision-making.
Compile and analyze operational, enrollment, and financial data; prepare reports; and provide recommendations to the Associate Dean that improve operational efficiency, service delivery, and strategic planning.
Manage DBA program logistics.
Manage Graduate Assistantship applications and assist with scholarship application review and administrative processes.
Manage Hyland Hall room reservations and related arrangements.
Support student organization travel and logistics, including coordinating arrangements and related administrative processes.
Provide financial and operational support for external outreach initiatives.
Serve as backup to the Dean's Assistant for approval of electronic travel authorization and travel reimbursement forms completed by college faculty, staff, students, and guests; attend training and stay current on university travel policies and the booking tool as they relate to the college.
Coordinate recruitment, hiring, onboarding, payroll, scheduling, and personnel administration for student employees, ensuring compliance with university employment policies and procedures.
Hire, train, supervise, schedule, and evaluate student workers and assign tasks to support office operations.
Advise faculty and staff regarding university employment procedures, payroll processes, hiring documentation, and administrative policies to ensure compliance with institutional requirements.
Assist the Associate Dean with personnel administration by providing recommendations on staffing, operational issues, and administrative processes.
Support office operations and manage office supplies.
Coordinate graduate special events.
Serve on departmental, college, and university committees and attend meetings representing the interests of CoBE Graduate Programs while contributing to operational planning, policy implementation, and continuous improvement initiatives.
Participate in required university training, including safety and compliance activities.
Perform other duties as assigned by the Associate Dean.