University of Wisconsin – Milwaukee — Administrative Specialist

Administrative Specialist

University of Wisconsin – Milwaukee

Position Number: 02217132

Introduction (Description of School/College/Dept/Program)
As the most diverse institution in the University of Wisconsin System, we’re a learning destination for nearly 26,000 students. First-generation college students arrive here straight from high school or years later – after starting families, changing careers, or serving in the military. We make learning accessible at every age, stage of life, and location. At UWM, we share motivation to learn and to excel. We value unique perspectives and possess talent and desire to nurture ideas that make global impact. The comforts and connections of a major metropolitan city meet the resources and expertise of a world-class research institution at UW-Milwaukee.

Founded over 60 years ago in the belief that Milwaukee would need a great public university to become a great city, UWM has a dual research and access mission aimed at serving the diverse needs of Wisconsin’s largest metropolitan area by furthering opportunities at all levels for students who may be financially or educationally disadvantaged. More than one-third of its students are the first in their families to attend college, and 30 percent are students of color. In all, the university educates more than 27,000 students on its three campuses. It is the largest educator of veterans in Wisconsin, with more than 1,000 enrolled each year under the federal G.I. bill. The Princeton Review named UWM a 2018 Best Midwestern university based on overall academic excellence and student reviews. The UWM is committed to the full inclusion of LGBT+ campus constituents. In 2018, Campus Pride Index named UWM as one of the Best of the Best Top 30 LGBTQ-friendly postsecondary institutions in the United States. UWM was the first university in the nation to implement an inclusive housing policy.

The Dean of Students Office within the Division of Student Affairs supports students’ success and well-being. The Dean of Students Office leads several functions including student support and crisis response, campus behavior intervention and support teams, student emergency grants, tuition appeals, student grievances and complaints, academic and non-academic misconduct disciplinary processes, Clery compliance, student government advising, UWM Food Center & Pantry oversight, and so on. The Dean of Students Office works collaboratively with campus and community partners to promote a healthy, safe, and inclusive learning community.

Job Summary
The Dean of Students Office seeks applications for the position of Administrative Specialist. The individual participates in the provision of direct services to students. Provides immediate consultation and guidance to students, parents, faculty, staff, and guests. Must use high level of discretion to help resolve complex, sensitive matters that often involve many departments and have a potentially high impact on students' finances, enrollment, University standing, and overall personal wellness. Maintains accurate and detailed confidential case management records and assisting in compiling data for institutional, state, and federal reporting requirements. Disseminates, interprets, and accurately communicates institutional policies, rules, and regulations. Responsible for serving as a back up to all front desk operations as well as supervise the para-professional front desk staff. Under the provision of the Associate Dean of Students, may also hear tuition and fee appeals, complaints, emergency grant requests, non-academic misconduct cases, and others student related concerns.

Minimum Qualifications

  • Bachelor’s degree
  • Minimum of one (1) year of full-time experience or two (2) years part-time work or internships in higher education with direct experience working in student affairs, student services, advising, social work, counseling, student advocacy, or related area.

Preferred Qualifications

  • Enrollment in or completion of Master’s degree in student affairs, student services, counseling, educational psychology, social work, or related field.
  • One (1) year of full-time work experience in higher education student services, residence life, educational administration, human services, counseling, social work, or related area.
  • Demonstrated experience performing within a demanding environment with diverse constituencies, including but not limited to students, parents, faculty, staff, campus leadership and external entities.
  • Demonstrated experience managing a large and diverse caseload and collaborating with a variety of offices and units to provide coordinated services.
  • Demonstrated ability to problem-solve, work with individuals in distress, and deescalate frustrated guests.
  • Demonstrated ability to work independently, handle time-sensitive matters, uphold confidentiality, and work with a high level of discretion.
  • Excellent communication, written and organization/case management skills.
  • Must have a strong working knowledge of computer applications and databases.

Application Instructions
Completed application materials must include a letter of application addressing educational and professional level work experience and knowledge as it relates to all required and preferred qualifications as listed above; A professional resume; and A document listing the names and contact information for three professional references.

In instances where the Search and Screen Committee is unable to ascertain from a candidate’s application materials whether he/she meets any of the qualifications, he/she will be evaluated as not meeting such qualifications.

All application materials will be further evaluated as evidence of excellent written communication skills.

Candidates selected for hire will be required to submit official college transcripts.

Application Notes
For this position, applicants are required to apply online. UWM will not consider paper, emailed or faxed applications. Additionally, applicants must complete all required fields and attach any required documents. The process is complete when the message “Your application has been submitted” is displayed and you receive a confirmation number.

Legal NoticesAA/EO Statement

UWM is an AA/EO employer: All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

Reasonable Accommodations

UWM provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact or 414-229-4463. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials

UWM is a State agency and subject to Wisconsin’s Open Records Law. UWM will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin’s Open Records law. In certain circumstances, the identities of “final candidates” and/or the identity of the appointed applicant must be revealed upon request.

CBC and Reference Check Policy

Employment will require a criminal background check. UWM takes the prevention of sexual misconduct seriously. As such, you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.

Annual Security and Fire Safety Report (Clery Act)

For the UWM Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see, or call UWM’s Dean of Students Office, Student Union 345 at (414) 229-4632 for a paper copy.

Employment Authorization

In compliance with federal law, all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Title and Total Compensation Project

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in 2021. Job duties and responsibilities will remain the same. For more information please visit:

To apply, please visit: