"Operations and Event Assistant - Office of the Chancellor"

Job Details

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Position Title: Operations and Event Assistant - Office of the Chancellor

Job Category: Academic Staff

Employment Type: Regular

Job Profile: Administrative Specialist

Job Duties:

The Office of the Chancellor at The University of Wisconsin-Whitewater invites applicants for the position of Operations and Event Assistant (Administrative Specialist, AD006). This will be a full-time Limited Appointment serving at the pleasure of the Chancellor. To learn more about this type of appointment please see the UW System Administrative Policy 1251: Appointment Terms & Designation of Positions and the Personnel Rules.

This position’s responsibility is to provide administrative, operational and event support to the Office of the Chancellor. This position will work under general supervision and report to the Director for Chancellor’s Strategic Initiatives and Community Engagement.

This position must have excellent organizational and communication skills, have the ability to work closely with administrators, handle sensitive material with a high level of confidentiality, and complete operational tasks that assist the Chancellor and Staff. This is a support-focused role with no supervisory responsibilities.

This position is based on-site in the Office of the Chancellor, with occasional evening or weekend hours required for events.

The selected candidate will be working in a standard office environment with regular use of computers, phones, and general office equipment.

Responsibilities:

• Coordinate and optimize daily operations and strategic initiatives within the Office of the Chancellor, ensuring effective communication, workflow, and alignment with institutional priorities.
• Support and monitor administrative, financial, and budgetary processes, including expense tracking, procurement, reporting, and submitting bills.
• Support the planning and execution of high-level meetings, events, and special projects, including coordinating logistics, preparing materials, and ensuring smooth day-to-day operations.
• Maintain and enhance office systems and resources, such as records management, internal databases, office supplies, and operational procedures to support efficiency and strategic goals.
• Serve as the primary point of contact for visitors and external stakeholders, demonstrating exceptional professionalism and customer service to uphold the office’s reputation and foster positive relationships.
• Provides flexible support across departments to meet changing business needs.
• Under the direction of the Chancellor, Chief of Staff and Senior Strategy and Compliance Officer and Director of Chancellor’s Strategic Initiatives and Community Engagement, perform other duties as assigned.

Key Job Responsibilities:

• Serves on committees and attends meetings, representing the interests of the unit or program
• Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
• 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
• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success

Department: Office of the Chancellor

Compensation: Well-qualified candidates can expect a starting annual salary within a range of $45,000 - $50,000. 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:

• Bachelor’s degree in business administration, public administration, communications or a related field, or equivalent combination of education and experience
• At least 2 years of relevant professional experience in operations, administrative support, project coordinator, event planning or administrative management
• Experience in higher education, nonprofit, or public sector environment is a plus
• Demonstrated ability to manage multiple priorities, meet deadlines, and maintain a high level of attention to detail
• Strong written and verbal communication skills, including proofreading and editing capabilities
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort learning new administrative systems
• Excellent interpersonal skills and a high degree of professionalism, discretion, and customer service orientation
• Ability to work independently as well as collaboratively in a fast-paced and high-profile environment

Knowledge, Skills and Abilities:

• Familiarity with Microsoft Office, Google Drive and Monday.com
• Maintain a high level of confidentiality
• Ability to work alone as well as a member of a team
• Capable of multi-tasking and making decisions about competing tasks
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Ability to establish and maintain effective working relationships with fellow employees, other administrative officials, and the public
• High attention to detail
• Must have critical thinking skills to find solutions
• Customer service oriented with a professional manner
• 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

How to Apply: Applications received by October 26, 2025 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.

Contact Information: For questions regarding this position, please contact: Nicole Caine, Director of Chancellor Strategic Initiatives, 262-472-5657, cainen@uww.edu. 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 hr@uww.edu.