Executive Assistant - Access, Belonging, and Student Engagement

University of Wisconsin La Crosse; Town of Bangor (WI); On-site; USD 54,000 - 66,000; Full time

Benefits offered by this job

Paid vacation

Health insurance

Paid holidays & sick days

Retirement benefits

Competitive benefits

Job summary

University of Wisconsin La Crosse seeks an Executive Assistant II to provide high-level administrative support to the Vice Chancellor of the Division of Access, Belonging, and Student Engagement and the ABSE leadership team. The role includes managing the shared reception point, coordinating calendars, travel arrangements, and special events.

The position requires discretion, strong organization, and the ability to work independently within a supportive team.

Qualifications

• Associate's degree or equivalent required.
• 1–2 years administrative experience or equivalent.
• Ability to manage a complex workload with multiple priorities.

Responsibilities

• Provide high-level administrative support to the Vice Chancellor and ABSE leadership team.
• Manage shared reception point for the division and coordinate calendars.
• Arrange travel, lodging, and event support; prepare reports and agendas.

Skills

Discretion & good judgement

Excellent organization

Team collaboration

Communication skills

Education

Associate's degree or equivalent

Bachelor's degree or higher

Tools

Workday

Microsoft 365

Job description

Current Employees: If you are currently employed at any ofthe Universities of Wisconsin, log in to Workday to apply throughthe internal application process.

Position Title:

Executive Assistant - Access, Belonging, andStudent Engagement

Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Executive Assistant II

Job Duties:

This full-time position provides programmatic and high-leveladministrative support to the Vice Chancellor of the Division ofAccess, Belonging, and Student Engagement (ABSE) and administrativesupport to the ABSE leadership team (Vice Chancellor, AssociateVice Chancellor, and Dean of Students/Assistant Vice Chancellor).This position requires discretion and the ability to operate withina supportive team independently and with minimal supervision.Duties and responsibilities include managing the shared receptionpoint serving the Vice Chancellor's Office, the Student LifeOffice, and the Office of Civil Rights and Compliance (OCRC),supervising student workers supporting the shared reception point,functioning as a liaison between the office and faculty, staff,students and community, handling confidential information, recordand file maintenance, making travel and hotel arrangements,managing delegated calendars, coordinating special events for thedivision and conducting special projects as requested. Successfulcompletion of duties in the position will require gaining anunderstanding of the structure, staff, and responsibilities of theunits within the division and their programming and workingconstructively with other members of the division's executiveteam.

The review of applications starts on October 12, 2026Applications received on or before October 12th areprioritized and review will continue until the position(s) is/arefilled. Initial interviews will be conducted virtually, withshortlisted candidates invited to campus.

UW-La Crosse does not offer H-1B or other work authorization visasponsorship for this position. Candidates must be legallyauthorized to work in the United States at the time of hire andmaintain work authorization throughout the employment term. If youhave questions regarding this, please contact Human Resources at608-785-8013.

Key Job Responsibilities:

General responsibilities

• Serve as a first point of contact for the division. Providefriendly, informative, and confidential support to students, faculty, staff, and visitors . Complete research and directinquiries as necessary.
• Order and maintain an adequate stock of office supplies.
• Maintain organized digital and physical records for thedivision, including those containing confidential and personallyidentifiable information.
• Initiate work order requests as necessary.
• Other duties as assigned in relation to the mission of theDivision of Access, Belonging, and Student Engagement.

Budget and financial responsibilities

• Coordinate travel arrangements for the VC, ABSE leadershipteam, visitors, and job candidates.
• Process reimbursements, vendor payments, and expense reportingin a timely and accurate manner.
• Develop and maintain an up-to-date understanding of generalbudget and travel policies by coordinating with the BusinessManager, reviewing documentation, and attending community-ofpractice meetings.
• In coordination with the Business Manager, conduct spendplanning, account reconciliation, and maintain accurate and currentdocumentation of expenses and purchases for the leadership team andtheir operational accounts.
• Serve as designated backup to the Business Manager foradministrative task completion, following establishedprocedures.

Provide administrative support

• Complete a complex range of professional administrative supporttasks.
• Develop and maintain an up-to-date understanding of the responsibilities of the Vice Chancellor (VC), Associate ViceChancellor (AVC), and Dean of Students/Assistant Vice Chancellorfor ABSE. Contextual awareness and discretion are essential toprotect confidentiality and perform the essential duties of thisposition.
• Schedule meetings and maintain master calendars for the VC andABSE leadership team. Maintain awareness of conflicting prioritiesand prioritize appropriately.
• Interact daily with the VC to align priorities and discuss anyemerging situations. Use judgement and discretion in alerting theVC and ABSE leadership team of matters needing attention inpriority order.
• Respond to requests for information from a variety of sources,particularly in the absence of the VC. This may involve researchinganswers and tactfully addressing sensitive issues.
• Manage and prioritize phone calls, appointments,incoming/outgoing correspondence, and reports.
• Compose, proofread, and edit correspondence and documents asrequired. Documents may be of a confidential nature.
• Participate in ABSE leadership team meetings, as well as otherevents related to ABSE upon request.
• Develop and share agendas, take meeting minutes, and shareminutes in a timely and accessible manner.
• Assist in gathering data and preparing reports related to ABSEfunctions and end of year reporting.
• Manage the shared reception point serving the Vice Chancellor'sOffice, the Student Life Office, and Office of Civil Right andCompliance, including reception, coverage, and continuity ofservice.
• Assist in organizing processes and procedures to ensureefficient functioning of the ABSE main office, includingdevelopment and maintenance of shared reception procedures, incollaboration with the leadership team and Business Manager.
• Hire, train, schedule, and supervise student workers supportingthe shared reception point, including coordination of training onreception, referral, confidentiality, and office procedures.
• Assist with organizing special events (ordering food,scheduling rooms, digital signage and campus event calendarsubmissions).
• Coordinate preparation and distribution of divisionalcommunications and recurring newsletters from the VC and ABSEleadership team, including gathering submissions, formatting,scheduling, and archiving.
• Serve as one of the primary liaisons, in coordination with theBusiness Manager, between the VC, the ABSE leadership team, unitdirectors, and support staff regarding university and divisionalpolicies, procedures, goals, and functions.
• Serve as one of the primary liaisons, in coordination with theBusiness Manager, between ABSE, the Chancellor's leadership team,and academic departments. Develop and maintain positive lines ofcommunication between ABSE and other university offices.

Department:

Access, Belonging, & Student Engagement

Compensation:

$60,000 / year

Required Qualifications:

• Associate's degree or equivalent as applicable.
• 1-2 years of administrative experience or equivalent asapplicable: public service, academic, etc.
• Demonstrated ability to appropriately manage a complex workloadwith multiple priorities.
• Demonstrated ability to use discretion and good judgement,especially regarding confidential information.
• Demonstrated ability to learn new software/skills and adapt tochanging circumstances.
• Ability to respectfully relate, communicate, and respond toindividuals with a variety of needs.
• Ability to work well with others in a team environment.
• Ability to work independently and set priorities as needed tomeet the position's demands.
• Working knowledge of modem office practices and common officeequipment: email, electronic calendars, printer/copier, etc.
• Attention to detail and excellent organization skills.

Preferred Qualifications:

• Bachelor's degree or higher.
• Experience working with Microsoft 365: Outlook, Sharepoint,Teams, Word, Excel, etc.
• Experience working with Workday or a comparable enterprisesystem.
• 3-5 years of broad and increasingly responsible administrativeexperience.
• Experience providing administrative support to executiveleaders or a leadership team.
• Office management experience.
• Event and/or travel planning experience.
• Experience creating and scheduling posts to social media.
• Experience hiring and/or supervising student workers.
• Experience coordinating and developing officialcorrespondence.
• Experience participating in strategic planning and relatedinitiatives.
• Experience in higher education and/or a desire to growprofessionally within the higher education environment.

Special Notes:

Application deadlines

TO ENSURE CONSIDERATION: Priority consideration is given tothose candidates who apply by the listed ‘First Review Date’.

Applications received after that date may be considered at the discretion of the search committee. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incompleteand/or late application materials may not receive consideration. If you have questions regarding this recruitment, or if you are notable to complete the application online due to a disability orsystem problem, please contact the Office of Human Resources.

Confidentiality of Applicant Materials

UWL is a state agency and subject to Wisconsin’s Open Records Law. UWL 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 & Reference Check Policy

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Annual Security and Fire Safety Report (Clery Act)

For the UWL Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see http://www.uwlax.edu/student-life/student-resources/annual-security-report/ or contact the University Police Department at 608.785.9000.

INFORMATIONABOUTYOURBENEFITS

• Paid vacation for 12-month positions.
• Excellent flexible health insurance with low co-pays and goodcoverage.
• Paid holidays and paid sick days.
• After 5 years of employment, you become vested in ourretirement system which ensures income post-career.
• Benefits atUWLare highly competitive with local industry andsome of the strongest in state and nation.

Benefit eligibility is determined at the point of hire. Thisinformation is provided for illustrative purposes only. Benefitsare also pro-rated based on the appointment percentage.

UW is an Equal Opportunity