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 guests; attend training and stay current on university travel policies and the booking tool as they relate to the college

15% – Personnel Administration and Student Employee Supervision

• Coordinate recruitment, hiring, onboarding, payroll, scheduling, and personnel administration for student employees, ensuring compliance with university employment policies and procedures

• Hire, train, supervise, schedule, and evaluate student workers and assign tasks to support office operations

• Advise faculty and staff regarding university employment procedures, payroll processes, hiring documentation, and administrative policies to ensure compliance with institutional requirements

• Assist the Associate Dean with personnel administration by providing recommendations on staffing, operational issues, and administrative processes

10% – Office Support and Event Coordination

• Support office operations and manage office supplies

• Coordinate graduate special events

5% – Committee Participation and Other Duties

• Serve on departmental, college, and university committees and attend meetings representing the interests of CoBE Graduate Programs while contributing to operational planning, policy implementation, and continuous improvement initiatives

• Participate in required university training, including safety and compliance activities

• Perform other duties as assigned by the Associate Dean

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.

Key Job Responsibilities:

• 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

Department:

College of Business and Economics

Compensation:

Well-qualified candidates can expect a starting annual salary within the range of $50,000 - $54,000 commensurate with the candidate's education, related experience, and qualifications.

UW System employees receive an excellent benefit package. To learn more about the UW System's comprehensive benefit package, review the UW System Employee Benefits Brochure.

Required Qualifications:

• A minimum of an associate's degree with at least two years of experience in administrative support, academic advising, or registrar's office

• Proficiency in Microsoft Office — specifically in Outlook, Word, and Excel

• Experience with electronic data management systems

• Detail-oriented

• Excellent written and oral communication skills

Preferred Qualifications:

• Bachelor's degree preferred

• Experience with training and supervising

• Experience with PeopleSoft or student information systems

• Experience with Slate or other CRM applications

• Strong reasoning and decision-making skills

• Ability to multitask and manage time efficiently in a high-traffic environment

Knowledge, Skills, and Abilities:

• Knowledge of administrative operations, budgeting, and human resource practices

• Excellent work ethic and willingness to adapt and learn in a changing higher education environment

• Attention to detail with excellent time management skills

• Ability to work collaboratively and communicate effectively with students, co-workers, School of Graduate Studies personnel, and UW-Whitewater faculty

• Excellent oral and written communication skills

• Ability to interpret and apply university and graduate program policies and procedures independently

• Strong analytical and problem-solving skills, with the ability to prepare reports and recommendations based on enrollment and operational data

• Excellent organizational skills with the ability to manage multiple priorities and deadlines simultaneously

• Ability to maintain confidentiality and exercise sound professional judgment

• Strong interpersonal skills and commitment to providing excellent customer service

• 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

How to Apply:

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

Contact Information:

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].

For questions regarding this position, please contact:

Heather Vaughn

[email protected]

262.472.1361

To Ensure Consideration:

Applications received by October 11th, 2026 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

CAMPUS INFORMATION:

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.  

ORGANIZATION INFORMATION:

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.