Executive Support Specialist - Office of the Chancellor - Temporary Position

Attention:

The Office of the Chancellor at the University of Wisconsin-Whitewater invites applicants for the position of Executive Support Specialist (University Staff Temporary Employee, TE010).

This will be a full-time temporary position lasting 6 months.

USTE employees have no expectation of continued employment. The total time worked by an individual temporary employee in a temporary appointment must be less than 1,040 hours in a 12-month period. Temporary employees are “at will,” meaning an institution can terminate the appointment without notice for any or no reason, provided it is not based on prohibited discrimination. A temporary employee I may apply as an internal candidate to posted vacancies; however, permanent status is not implied outside of competitive recruitment.

Temporary employees are not eligible for paid leave benefits. Temporary employees are subject to the Wisconsin Retirement System (WRS) eligibility requirements in Wis. Stat. §§ 02(26) and 40.22, and in Chapter 3 of the WRS administrative manual. Temporary employees may participate in the following benefit plans, regardless of whether or not they are covered by the WRS:

• Tax-Sheltered Annuity 403(b) Program

• Wisconsin Deferred Compensation 457 Program

• Long-Term Care Insurance

Temporary and project employees must be covered by the WRS in order to be eligible for coverage under all benefit plans except those listed
above.

60% Executive Support to the Chancellor

●      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 in accordance with applicable policies

●      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

20% Office Operations, Event Coordination, and Budget Support

●      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

20% University Branding and Communications Administrative Support

●      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

Department:

Office of the Chancellor

Compensation:

Well-qualified candidates can expect an hourly rate of $31.25/hr -$33.55/hr.

Required Qualifications:

• Bachelor’s degree from an accredited institution and 3 years providing executive-level administrative support OR 5 years providing executive-level administrative support

Knowledge, Skills and Abilities:

• 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

Applications will be reviewed as they are received and the posting will remain open until filled. The most qualified applicants will be invited to participate in the next step of the selection process.

Only complete application packages will be considered. This includes online submission of the following documents:

• Cover Letter

• Resume

• Name and contact information for three professional references

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1024 or [email protected].

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university’s 11,500 students at its main and Rock County campuses. The team provides high-impact practices and academic programs — online and in person — from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW serves approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university’s arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities — a priority mission since the 1970s.   

UW-Whitewater's campuses are located centrally near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin’s Park Place.  

The University of Wisconsin-Whitewater is part of the 13-campus Universities of Wisconsin (https://www.wisconsin.edu). 
 
Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a). 
 
Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and Universities of Wisconsin Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked. 
 
The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills. 
 
For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see  Annual Security and Fire Safety Report if you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

UW IS AN EQUAL OPPORTUNITY EMPLOYER:

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.