Administrative Specialist - College of Business and Economics

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Position Title:

Administrative Specialist - College of Business and Economics Job Category:

Academic Staff

Employment Type:

Regular Job Profile:

Administrative Specialist

Job Duties:

Attention:

The College of Business and Economics at the University of Wisconsin-Whitewater seeks an Administrative Specialist.

Job Duties:

The Administrative Specialist provides professional-level administrative and operational support for the College of Business and Economics (CoBE) Graduate Programs office, reporting to the Associate Dean of Graduate Business Programs. This position is responsible for coordinating administrative services across graduate admissions and student records management, budget and financial processes, and office operations. The Administrative Specialist serves 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 that support unit and institutional goals.

Work Schedule:

On-campus, Monday–Friday, 7:45 AM–4:30 PM, with a 45-minute lunch RESPONSIBILITIES:40% – Graduate Admissions and Student Records Administration 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
30% – Administrative Operations, Budget, and Support to the Associate Dean 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…