Job Details

Administrative Specialist

Milwaukee, WI
Full Time
JR10010782

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Position Title:
Administrative Specialist

Job Category:
Academic Staff

Employment Type:
Regular

Job Profile:
Administrative Specialist

Job Duties:

The Chancellor's Office is recruiting two Administrative Specialists to support senior leadership within the Office of the Chancellor and the Office of External and Government Relations. These offices play a central role in advancing the University of Wisconsin-Milwaukee's mission through executive leadership support, strategic partnerships, government relations, and engagement with internal and external stakeholders.

Reporting to senior leadership, the Administrative Specialist serves as a trusted administrative and operational partner, providing high-level coordination and executive support to ensure efficient, compliant, and professional office operations. This role requires discretion, strong organizational skills, sound judgment, and the ability to manage competing priorities while supporting leadership decision-making and high-profile engagements.

Key Job Responsibilities:

Executive & Strategic Support

• Provide executive-level administrative support to senior leadership, including workflow coordination, communications, and follow-through on key initiatives.
• Prepare briefings, background materials, schedules, and logistical support for meetings, events, and engagements.
• Anticipate administrative needs and proactively address operational issues.

Financial, Compliance & Records Support

• Coordinate purchasing, expense tracking, and documentation in compliance with university policies.
• Support records management, reporting, audits, and confidentiality requirements.

Scheduling, Travel & Event Coordination

• Manage complex calendars and coordinate travel arrangements, meetings, events, and official functions involving university leadership.
• Handle logistics such as room reservations, catering, visitor access, parking, and materials.

Communication & Systems Support

• Maintain shared calendars, collaboration tools, websites, and internal tracking systems to support office operations and outreach.

Office Operations & Administration

• Oversee day-to-day office operations and maintain efficient administrative systems and processes.
• Serve as the primary point of contact for office logistics, facilities, IT coordination, onboarding, and general administrative needs.

Department:

The University of Wisconsin-Milwaukee provides a world-class, affordable education to students from 90 countries. As one of the nation's top research universities, UWM partners with leading companies in Wisconsin and beyond to advance knowledge, bring new discoveries to market and prepare students for work in a global economy. We are committed to attracting, retaining and growing a diverse staff that honors unique experiences and perspectives. At UWM, we strive to create and maintain working and learning environments that are inclusive, equitable and welcoming. We take pride in being dedicated to differences in its student body, faculty and staff, and programs. Join our UWM family where your talents and expertise are recognized, valued, and contribute to greater pathways of success in both your career and life. For more information, please visit our website at www.uwm.edu

Compensation:

$55,000 - $65,000/annually. Salary will be determined by finalist's experience, training, education, and equity-based factors.

Required Qualifications:

• Bachelor's degree or equivalent professional experience.
• Demonstrated strong experience providing administrative or executive support in a professional environment.
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams).

Preferred Qualifications:

• Experience supporting senior leadership, executives, or complex organizations.
• Knowledge of higher education, government, or public-sector operations.
• Experience with UWs systems or other financial, HR, or records-management systems.
• Familiarity with content management or records systems (e.g., WordPress, EMMA, Qualtrics), or ability to learn.

Application Instructions:

Applicants are required to apply online and will be expected to provide:

• A cover letter that addresses the candidate's professional level work experience as it relates to all required and preferred qualifications.
• A Resume

Finalist candidate(s) being considered for hire may be required to provide three professional/supervisor references through an external reference checking tool. References will not be contacted prior to candidates being notified.

Note: Applicants must complete all required fields and attach all required documents prior to submitting the online application to ensure full consideration. Additional documents submitted aside from a cover letter and resume will not be considered.

In instances where the Search and Screen Committee is unable to ascertain from the candidates' application materials whether they meet any of the qualifications, they may be evaluated as not meeting such qualifications.

Additional Information:

This position does not offer visa sponsorship. Applicants must be legally authorized to work in the United States at the time of hire. Selected candidates will be required to verify eligibility to work in the United States by completing the required I-9 form upon hire.

Apply in Workday by the application deadline, June 3rd. Questions about the position should be directed to Jackson Prowse (prowse@uwm.edu).