Executive Support Specialist - Office of the Chancellor - Temporary Position

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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

Compensatio