Executive Support Specialist - Office of the Chancellor - Temporary Position

University of Wisconsin Stout•Whitewater, WI

3d•Onsite

About The Position

The Office of the Chancellor at the University of Wisconsin-Whitewater is seeking an Executive Support Specialist for a full-time temporary position lasting 6 months. This role provides crucial administrative support to the Chancellor and assists with office operations, event coordination, budget support, and university branding and communications. Temporary employees are "at will" and have no expectation of continued employment beyond the 6-month term. They are subject to Wisconsin Retirement System (WRS) eligibility requirements and may participate in specific benefit plans like the Tax-Sheltered Annuity 403(b) Program, Wisconsin Deferred Compensation 457 Program, and Long-Term Care Insurance.

Requirements

Bachelor’s degree from an accredited institution and 3 years providing executive-level administrative support OR 5 years providing executive-level administrative support
Advanced proficiency with Microsoft Office Suite
Expert problem-solver and organized thinker with exceptional attention to detail
Organized thinker with exceptional attention to detail
Able to process, protect, and exercise discretion in handling confidential information and materials
Ability to effectively organize and prioritize work as well as concentrate on multiple tasks simultaneously.
Ability to proactively evaluate and anticipate the work flow of projects and activities
Self-starter with the ability to carry out work assignments and follow through on assigned tasks with consistent accuracy and detail
Skilled at providing administrative support to high-level administrators
Ability to exercise confidentiality and discretion in all aspects of the position
Ability to establish and maintain effective working relationships with fellow employees, other administrative officials, and the public
Ability to interact respectfully with people with diverse socioeconomic, cultural and ethnic backgrounds
Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills

Responsibilities

Manage the Chancellor’s calendar, including scheduling appointments, meetings, and events.
Prepare daily schedules and ensure meeting materials are organized and available.
Coordinate travel arrangements, travel authorizations, and expense reimbursements.
Facilitate logistics for meetings and events involving the Chancellor, including room reservations, catering, and related arrangements.
Coordinate requests for speaking engagements and assist with the preparation and distribution of related materials.
Prepare correspondence for the Chancellor’s review and signature.
Monitor incoming requests and communicate matters requiring attention to the Chief of Staff.
Provide administrative support for special projects and initiatives within the Office of the Chancellor.
Manage and implement university-wide events (e.g. Chancellor’s Opening Celebration, Employee Holiday Celebration, State of the University Address, Employee Ice Cream Social).
Assist with budget-related activities, including purchasing, procurement card reconciliation, requisitions, and financial recordkeeping.
Maintain office records, files, and contact lists.
Coordinate office supplies and operational needs.
Serve as a point of contact for visitors and inquiries to the Office of the Chancellor.
Process budget and purchasing transactions for University Branding and Communications, including requisitions, purchase orders, receipts, invoices, procurement card reconciliation, and related recordkeeping.
Coordinate travel authorizations, expense reimbursements, conference registrations, and professional development logistics for UBC staff.
Serve as the primary administrative contact for UBC personnel transactions, including leave reporting, timesheet approvals, hiring paperwork, onboarding activities, and student employment processes.
Coordinate operational requests on behalf of UBC, including facility access, visitor parking, meeting space reservations, and staff retreat logistics.
Maintain administrative records and documentation necessary to support UBC business operations.