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

Skills
Auditing, Sourcing, Data Entry