Executive Support Specialist - Office of the Chancellor - Temporary Position

This is a full-time, temporary position lasting 6 months. Temporary employees have no expectation of continued employment and are "at will," meaning the appointment can be terminated without notice. Temporary employees are not eligible for paid leave benefits but may participate in certain benefit plans, including the Tax-Sheltered Annuity 403(b) Program, Wisconsin Deferred Compensation 457 Program, and Long-Term Care Insurance. Eligibility for other benefits requires coverage under the Wisconsin Retirement System (WRS).

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

Requirements

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

Skills

• Advanced proficiency with Microsoft Office Suite
• Expert problem-solver and organized thinker with exceptional attention to detail
• Ability 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 workflow 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

Pay

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