Executive Support Specialist - Office of the Chancellor - Temporary Position

About this role

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: Executive Support Specialist - Office of the Chancellor - Temporary Position

Job Category: University Staff

Employment Type: Temporary (Fixed Term)

Job Profile: Professional Consultant

Job Duties: Attention: The Office of the Chancellor at the University of Wisconsin-Whitewater invites applicants for the position of Executive Support Specialist (University Staff Temporary Employee, TE010).

This will be a full-time temporary position lasting 6 months.

USTE employees have no expectation of continued employment. The total time worked by an individual temporary employee in a temporary appointment must be less than 1,040 hours in a 12-month period. Temporary employees are “at will,” meaning an institution can terminate the appointment without notice for any or no reason, provided it is not based on prohibited discrimination. A temporary employee I may apply as an internal candidate to posted vacancies; however, permanent status is not implied outside of competitive recruitment.

Temporary employees are not eligible for paid leave benefits. Temporary employees are subject to the Wisconsin Retirement System (WRS) eligibility requirements in Wis. Stat. §§ 02(26) and 40.22, and in Chapter 3 of the WRS administrative manual. Temporary employees may participate in the following benefit plans, regardless of whether or not they are covered by the WRS: • Tax-Sheltered Annuity 403(b) Program

• Wisconsin Deferred Compensation 457 Program

• Long-Term Care Insurance

Temporary and project employees must be covered by the WRS in order to be eligible for coverage under all benefit plans except those listed above.

Key Job Responsibilities: 60% Executive Support to the Chancellor ●      Manage the Chancellor’s calendar, including scheduling appointments, meetings, and events ●      Prepare daily schedules and ensure meeting materials are organized and available ●      Coordinate travel arrangements, travel authorizations, and expense reimbursements in accordance with applicable policies ●      Facilitate logistics for meetings and events involving the Chancellor, including room reservations, catering, and related arrangements ●      Coordinate requests for speaking engagements and assist with the preparation and distribution of related materials ●      Prepare correspondence for the Chancellor’s review and signature ●      Monitor incoming requests and communicate matters requiring attention to the Chief of Staff ●      Provide administrative support for special projects and initiatives within the Office of the Chancellor

20% Office Operations, Event Coordination, and Budget Support ●      Manage and implement university-wide events (e.g. Chancellor’s Opening Celebration, Employee Holiday Celebration, State of the University Address, Employee Ice Cream Social) ●      Assist with budget-related activities, including purchasing, procurement card reconciliation, requisitions, and financial recordkeeping ●      Maintain office records, files, and contact lists ●      Coordinate office supplies and operational needs ●      Serve as a point of contact for visitors and inquiries to the Office of the Chancellor

20% University Branding and Communications Administrative Support ●      Process budget and purchasing transactions for University Branding and Communications, including requisitions, purchase orders, receipts, invoices, procurement card reconciliation, and related recordkeeping ●      Coordinate travel authorizations, expense reimbursements, conference registrations, and professional development logistics for UBC staff ●      Serve as the primary administrative contact for UBC personnel transactions, including leave reporting, timesheet approvals, hiring paperwork, onboarding activities, and student employment processes ●      Coordinate operational requests on behalf of UBC, including facility access, visitor parking, meeting space reservations, and staff retreat logistics ●      Maintain administrative records and documentation necessary to support UBC business operations

Department: Office of the Chancellor

Compensation: Well-qualified candidates can expect an hourly rate of $31.25/hr -$33.55/hr.

Required Qualifications: • Bachelor’s degree from an accredited institution and 3 years providing executive-level administrative support OR 5 years providing executive-level administrative support

Knowledge, Skills and Abilities: • Advanced proficiency with Microsoft Office Suite

• Expert problem-solver and organized thinker with exceptional attention to detail

• Organized thinker with exceptional attention to detail

• Able to process, protect, and exercise discretion in handling confidential information and materials

• Ability to effectively organize and prioritize work as well as concentrate on multiple tasks simultaneously.

• Ability to proactively evaluate and anticipate the work flow of projects and activities

• Self-starter with the ability to carry out work assignments and follow through on assigned tasks with consistent accuracy and detail

• Skilled at providing administrative support to high-level administrators

• Ability to exercise confidentiality and discretion in all aspects of the position

• Ability to establish and maintain effective working relationships with fellow employees, other administrative officials, and the public

• 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 will be reviewed as they are received and the posting will remain open until filled. The most qualified applicants will be invited to participate in the next step of the selection process.

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