Student Engagement Administrative Specialist - University Center

University of Wisconsin Stout•Whitewater, WI

2d•Onsite

About The Position

The University Center in the Division of Student Affairs at the University of Wisconsin-Whitewater seeks a Student Engagement Administrative Specialist (Administrative Specialist, AD006). This position 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.

Requirements

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 support to leadership or management.
Demonstrated experience interpreting and applying policies and procedures.
Excellent written, verbal, and interpersonal communication skills.
Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Nice To Haves

Bachelor's degree.
Administrative experience in higher education or a student affairs environment.
Experience with Workday or similar enterprise administrative systems.
Experience supporting budget management, procurement, and financial reporting.
Experience analyzing administrative or financial data and preparing reports.
Experience coordinating meetings, events, projects, or departmental initiatives.
Experience supporting student employment or personnel processes.
Demonstrated ability to work collaboratively with individuals from diverse backgrounds and contribute to an inclusive campus environment.
Willingness and ability to be an active participant in following applicable safety rules and regulations, including necessary training and drills.

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.
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.