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Position Title:
Operations and Event Assistant - Chancellor's Office
Job Category:
University Staff
Employment Type:
Regular
Job Profile:
Department Assistant
Job Duties:
Attention:
The Office of the Chancellor at the University of Wisconsin-Whitewater seeks an Operations and Event Specialist (Department Assistant, AD085).
This position is a Limited Appointment serving at the pleasure of the Chancellor. For more information about this appointment type, please review UW System Administrative Policy 1251: Appointment Terms and Designation of Positions and UW–Whitewater’s Personnel Rules, Section 4.03: Limited Appointments .
Position Summary:
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 Senior Executive Assistant to the Chancellor. This position must have excellent organizational and communication skills, have the ability to work closely with administrators, handle sensitive material with high level of confidentiality, and complete operational tasks that assist the Chancellor and Staff. This is a support-focused role with no supervisory responsibilities.
Work Environment:
This position is based on-site in the Office of the Chancellor, with occasional evening or weekend hours required for events.
Standard office environment with regular use of computers, phones, and general office equipment.
CONDITIONS OF APPOINTMENT:
University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.
Key Job Responsibilities:
Serve as the primary point of contact for visitors, guests, and callers by providing a welcoming and professional experience.
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.
Provide on-site event support, including setup, guest assistance, troubleshooting, and breakdown.
Manage the Chancellor’s Warhawk Ambassadors program, including coordinating monthly meetings and event assignments, supporting recruitment and onboarding of student ambassadors, and overseeing the administration and processing of the Ambassador scholarship.
Coordinate the planning, project management, and logistics for the university commencement ceremonies in collaboration with the Office of the Provost and Commencement Committee.
Maintain and enhance office systems and resources, such as records management, internal databases, office supplies, and operational procedures to support efficiency and strategic goals.
Perform a variety of administrative and operational duties to support organizational priorities and ensure an efficient, welcoming environment.
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…