Student Engagement Administrative Specialist - University Center

* 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.* 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.* 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 #J-18808-Ljbffr UW-Whitewater