"Assistant to the Chief and Clery Coordinator - University Police Department"

Job Details

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Position Title: Assistant to the Chief and Clery Coordinator - University Police Department

Job Category: Academic Staff

Employment Type: Regular

Job Profile: Administrative Specialist

Job Duties:

Attention:

The University Police Department in the Division of Finance and Administrative Affairs at the University of Wisconsin-Whitewater seeks an Assistant to the Chief and Clery Coordinator (Administrative Specialist, AD006).

Job Details:

The position of Assistant to the Chief and Clery Coordinator (Administrative Specialist) with the UW-Whitewater Police Services is a responsible professional position working in an autonomous fashion with full administrative authority. Individuals working in this capacity provide a high-level administrative function by conducting research, preparing statistical reports, handling confidential information, responding to information requests, and performing administrative and managerial functions, discipline, and contract administration. Individuals in this position are responsible for general budgeting, including reconciliation, outlook, and planning. Individuals also train and provide supervision for lower-level clerical staff, students, and other employees. Individuals are part of the management team and provide input and decision-making on managerial matters, including but not limited to procurement, budgeting, discipline, policy, and procedure. An Administrative Specialist may be required to take administrative command and control of situations in the absence of the Director. This individual provides exemplary customer service to all community members, regardless of positional or social status. Weekend and shift work may occasionally be required. This position is considered a Campus Security Authority and Mandatory Reporter under State and Federal Law.

Key Job Responsibilities:

A. Performance of Administrative Duties.

• A1. Direct, supervise, and assume full responsibility for all administrative areas to meet department needs.
• A2. Assist Director or designee in developing operational policies and procedures.
• A3. Advise Director or designee on local, state, and federal mandated requirements.
• A4. Advise Director or designee on issues, concerns, and training needs.
• A5. Analyze criminal and security data.
• A6. Mediate, mitigate, and resolve complaints, conflicts, and grievances of community members, employees, and officers.
• A7. Maintain expertise and knowledge in areas which affect the department, including but not limited to: university, local, state and federal law, technology, tactics, national policy trends, current events, and political concerns.
• A8. Ensure open communication on issues regarding actual, potential, perceived or grieved concerns and problems between management, employees, and community.
• A9. Serve, consult, and oversee committees as designated by the Director or designee.
• A10. Establish, cultivate, and maintain effective relationships with all community members, to include but not limited to; University, City law enforcement, and legal entities.
• A11. Create, maintain, and adjust shift schedules for subordinates.
• A12. Develop, modify, and participate in new employee interviews and make recommendations for hiring to the Director or designee.
• A13. Manage the supplies, equipment, and resources of the university emergency operations center.

B. Administration of Clery Program.

• B1. Administer, manage, and maintain Clery Law-related electronic files, equipment and related software applications.
• B2. Assist with the guidance of the University’s Clery Committee.
• B3. Administer the coordination of consultants, specialists, and relationships associated with the Department’s Clery Program.
• B4. Design, update, and maintain Clery Program related reports, webpages, and documents.
• B5. Maintain a working knowledge of Clery Program laws and compliance expectations.

C. Performance of Confidential Duties.

• C1. Maintain, archive, and distribute, as appropriate, confidential law enforcement sensitive information, such as but not limited to: criminal histories, intelligence files, confidential informant information, victim and juvenile information, narcotic, terrorist, and Campus Assessment Response and Evaluation Team information, open/pending investigations, and Family Educational Rights and Privacy Act information.

D. Direction and Supervision of Staff.

• D1. Develop, modify, and implement operational procedures, policies, and goals related to administration.
• D2. Ensure complete, accurate, and professional standards are met for all departmental records.
• D3. Analyze equipment and supply needs. Maintain appropriate supply levels and make recommendations for procurement of new, needed, or replacement equipment and supplies.
• D4. Analyze, maintain, and determine appropriate staffing levels for operational needs.
• D5. Record, develop, approve, and maintain appropriate personnel information, including but not limited to; time records, disciplinary actions, payroll, and training.
• D6. Direct, guide, mentor, and supervise staff on their duties and daily work performance.
• D7. Determine, deliver, and record formal and informal discipline, under the authority of the Director.
• D8. Ensure compliance with reporting requirements of workplace injuries, accidents, and unsafe conditions.

E. Administration of Departmental Records.

• E1. Administer, develop, and maintain the department record keeping systems and related policies and procedures.
• E2. Ensure department compliance with all federal, state, and university records laws, mandates, and policies.
• E3. Design, develop, and disseminate surveys, informational brochures and reports, as appropriate.
• E4. Develop, design, and compile statistical, analytical, and narrative reports to include but not limited to: Wisconsin Incident Based Reporting system, Federal Clery Act mandates, University and Department annual activity reports.
• E5. Establish, update, and maintain report management systems, departmental archives, employee files, budget files, inventory tracking, product information and warranties, and others as needed.
• E6. Obtain and maintain certification as the Department TIME Agency Coordinator and Validation Officer.

F. Administration of Budget and Fiscal Activities.

• F1. Assist Director or designee with budgetary goals, planning, and distribution.
• F2. Develop, recommend, and audit the annual budget document by calculating annual expenses, preparing estimates, and evaluating departmental priorities set by the Director.
• F3. Develop, maintain, and review internal fiscal spreadsheets.
• F4. Audit, reconcile, and initiate actions as necessary to maintain appropriate budgetary oversight.
• F5. Create, maintain, and distribute departmental chargebacks and invoices.
• F6. Provide the Director budget reports as needed.
• F7. Administer purchase requisitions, orders, and reimbursements and ensure compliance with university procedures.
• F8. Establish, supervise, and train policy and procedure on departmental cash handling, pro-card, travel card, and bond credit card payments.

G. Administrative Support of the Director.

• G1. Draft correspondence on behalf of the department and/or the Director.
• G2. Represent the Director at assigned meetings, committees, or functions.
• G3. Research, compile, and produce reports as requested by the Director.
• G4. Maintain legally necessary offices to include but not limited to; Notary Public.
• G5. Schedule appointments, meetings, speaking engagements, forums, and activities for the Director using the electronic calendaring system. This includes dealing with legislative representatives, UW System members, Chancellors staff, local businesses, press interviews, law enforcement and court representatives, University faculty, staff, students, and community members.
• G6. Perform other duties as assigned.

Campus Security Authority Statement

This position has been identified as a Campus Security Authority (CSA). A Campus Security Authority is defined by the United States Department of Education, as any university employee who has significant responsibility for student and campus activities. CSAs may include Public Safety officers, deans, directors, department heads, athletic coaches, student organization advisors, resident hall staff, and student affairs staff.

As a CSA, this position is responsible for contacting University Police (911 or 262-472-4660) if you observe specific crimes, or if any person reveals to you that they have learned of, was the victim of, was the perpetrator of, or was witness to Clery reportable crimes. This applies to crimes committed on any of UW-Whitewater campuses or, in some cases, on property adjacent to those campuses or at UW-W sponsored activities away from campus. The crime does not have to involve a campus community member, but can be a member of the general public.

Selected candidate is required to complete CSA training, either through your department or the University Police. Please contact the University Police (262-472-4660) with any questions, comments or concerns you may have.

Department: University Police Department

Compensation: Well-qualified candidates can expect a starting annual salary within a range of $50,000 – $56,000.

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:

• High School diploma with two years prior administrative experience OR Associate's Degree with no prior administrative experience

Preferred Qualifications:

• Knowledge of and experience with police department systems such as Clery law, emergency management, criminal justice information system

Knowledge, Skills and Abilities:

• Provide superb customer service and professionalism
• Knowledge of standard office practices and procedures
• Knowledge of University Work Rules, Departmental Policies and Procedures, Rules and Regulations, and Memorandums
• Knowledge of telephone etiquette
• Skilled in the use of Departmental equipment and applications
• Skilled in the use of computers and software applications of the Windows environment
• Skilled in the operation of a multi-lined telephones
• Ability to prioritize workload and meet deadlines
• Ability to maintain security of confidential police records, communications, and information
• Ability to interact respectfully with people from diverse socioeconomic, cultural, and ethnic backgrounds
• Ability to operate standard office equipment
• Ability to perform repetitive motions associated with keyboarding required for typing or word processing
• Ability to perform transcription of video and recorded conversations
• Ability to accurately type a minimum of 50 words per minute
• Ability to complete National Incident Management Training Courses, NIMS 100HE, 200, 700, 800, and forms
• Ability to interact with all employees, staff, and students within the Department in a respectful, professional, and appropriate manner
• Skilled use of Police Report Management Systems
• Skilled use of State Law Enforcement Systems, such as TIME, eTime, WIBRS and ACADIS
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills

How to Apply:

Applications received by February 26, 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.

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