Operations and Event Assistant

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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 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

Other Duties as Assigned

• Under the direction of the Chancellor, Chief of Staff and Senior Strategy and Compliance Officer, Senior Executive Assistant of the Chancellor and Director of University Relations and Strategic Initiatives, perform other duties as assigned.

Department:

Office of the Chancellor

Compensation:

Well-qualified candidates can expect a starting full-time hourly wage of $24.04 commensurate with the candidate's education, related experience, and qualifications.

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

How to Apply:

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:

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 [email protected].

For questions regarding this position, please contact:

Gabby Dralle

[email protected]

To Ensure Consideration:

Applications received by November 29th, 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.

CAMPUS INFORMATION:

UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university’s 11,500 students at its main and Rock County campuses. The team provides high-impact practices and academic programs — online and in person — from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW serves approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university’s arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities — a priority mission since the 1970s.   

UW-Whitewater's campuses are located centrally near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin’s Park Place.  

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campus Universities of Wisconsin (https://www.wisconsin.edu). 
 
Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a). 
 
Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and Universities of Wisconsin Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked. 
 
The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills. 
 
For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see  Annual Security and Fire Safety Report if you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

UW IS AN EQUAL OPPORTUNITY EMPLOYER:

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.