Student Engagement Administrative Specialist - University Center

##
*
* Position Title:

** Student Engagement Administrative Specialist - University Center##
** Job Category:
** Academic Staff##
*
* Employment Type:

** Regular##
** Job Profile:
** Administrative Specialist##
*
* Job Duties:

*
* ** Attention:
** The University Center in the Division of Student Affairs at the University of Wisconsin-Whitewater seeks a Student Engagement Administrative Specialist (Administrative Specialist, AD006).
** Job Details:
** The Student Affairs Administrative Specialist 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.

*
* Essential Responsibilities:

*
* ** Executive and Administrative Support*
* * 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.  
** Financial Administration*
* * 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…