Operations Specialist

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Position Title: Operations Specialist Job Category: University Staff Employment Type: Regular Job Profile: Administrative Assistant II Job Duties: Official UW Title (Code) / Job Description: Administrative Assistant II , AD002 A full-time Operational Specialist position is available in the Career Services office.

This position supports daily Career Services operations, with an emphasis on project support, experiential learning program support, data entry and outreach utilizing multiple technology systems, and customer service related to Career Services programs, events, and services.

This position requires accurate data processing, tracking, records maintenance, and auditing, as well as the ability to manage and support ongoing projects simultaneously. Success in this position requires the ability to prioritize multiple projects and administrative tasks based on departmental goals and deadlines, efficiency, and timely completion of critical initiatives.

QUALIFICATIONS Minimum / Required High School Diploma or equivalent Experience providing administrative, operational, or office support. Experience providing customer service to diverse stakeholders. Demonstrated success working within a team environment. Effective written and verbal communication skills. Proficiency with Microsoft Office applications. Highly Desired/Preferred Associate or bachelor’s degree.

Previous college/university/institutional experience Experience supporting student services, career services, experiential learning, internships, cooperative education, or workforce development programs. Experience navigating complex software, student information, data tracking and/or record management systems (examples include Handshake, GradLeaders, Qualtrics, EAB Navigate, PeopleSoft, Workday, etc.).

Experience in maintaining accurate records/data. Ability to organize and prioritize multiple projects and deadlines simultaneously. Demonstrated ability to independently resolve routine issues and exercise sound judgment when escalating complex matters. RESPONSIBILITIES The Operations Specialist will work to support several operational projects, programs and services throughout the Career Services office.

Key responsibilities include: Career Services Program, Project & Data Support First Destination Report (FDR) and Alumni Survey Projects Assist with sourcing and tracking post-graduation career outcomes through outreach activities including phone, email, social media, mailings, and web-based communications. Collect, prepare and enter student career outcome data into Handshake and/or Qualtrics databases.

Follow established standards, protocols, and procedures for collecting and reporting student outcome data. Update and maintain FDR project timelines and task status records. Prepare, organize, and distribute database reports and updates as requested by staff. Support the Alumni Career Satisfaction Survey project, including project planning, campus collaboration, outreach, and data collection.

Support the Office Manager with additional survey-related project tasks as needed. Cooperative Education & Internship Program (CEIP) Support Provide program support to the CEIP team, including assisting the Student Processing Specialist and Program Manager during peak registration periods. Support CEIP enrollment process within the CEIP Portal.

Enter CEIP position descriptions Enter supervisor contact information Send and track communications related to position approvals (email faculty to request approval, email employer and student once approved) Document case notes and record position approval Link approved job positions and supervisors to student CEIP record.

Employer Relations Support Provide event and program support to the Employer Relations team, including assisting the Marketing Specialist and the Employer Relations Manager. Support events and recruitment activities Collect data and tracking Conduct employer research Office & Operational Support Provide administrative and operational support to the Office Manager and Career Services team as needed.

Independently respond to inquiries via phone, email, and in-person visits from students, employers, faculty, and staff regarding Career Services resources, programs, services, and events. Assist with scheduling appointments for students, alumni, employers, and other external partners. Route complex inquiries, concerns, and requests to appropriate professional staff members for specialized assistance.

DEPARTMENT INFORMATION The Career Services office is a dynamic team of dedicated professionals actively integrating career readiness, applied learning and professional skills across the university. Our mission is to educate, engage and empower students and alumni in navigating career and professional development through employer and faculty/staff partnerships.

UW-Stout’s Career Services Office and its team is regularly receiving recognition through effective delivery of high-quality career programming and events.

Our vision is to continue to be a leader in: Providing centralized career resources, programs, services, and technologies Integrating applied and experiential learning Providing data to support informed career decisions Remaining adaptive and flexible in changing career needs for all stakeholders Building and nurturing strategic relationships to enhance opportunities for students Ultimately ensuring students successful transition from college to career APPLICATION INSTRUCTIONS Complete applications received by end of day, November 30, 2026 are ensured full consideration.

Applications submitted after November 30, 2026 may be reviewed at the discretion of the search committee or until position is filled. To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs Due to system limitations, applicants may upload no more than five (5) attachments. Please combine documents where appropriate.

Required application materials : Cover letter (* See below) Resume or Curriculum vitae All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process. * Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above.

For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

For questions regarding this position or recruitment, please contact: Search Chair: Bryan Barts, Director Email: [email protected] If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact: Search Coordinator: Nora Winkler, Office Manager Phone: 715-232-1601 Email: [email protected] Key Job Responsibilities: Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures Guidelines to ensure consideration: Applicants must complete all required fields and attach all required application materials.

Within your cover letter address each of the Minimum/Required Qualifications specified for this position. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement. It is the policy of UW-Stout Polytechnic to provide reasonable accommodation to qualified applicants with disabilities.

If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.

The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees.

Employee Benefits: https://www.wisconsin.edu/ohrwd/benefits/ To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu) Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources Office.

Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidates’ professional references questions regarding employee misconduct, sexual violence, and sexual harassment.

Reference checks must be conducted at a minimum with three professional references, at least one of which must be a prior supervisor. Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks.

In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7). UW-Stout Polytechnic is committed to providing safety and security of all members of our community in accordance with the Clery Act.

For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information 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.