Executive Assistant for Student Affairs - Student Affairs

The Chronicle Of Higher Education, Inc.; Whitewater (WI); On-site; USD 42,800 - 47,000; Full time

Job summary

University of Wisconsin-Whitewater seeks an Executive Assistant for Student Affairs to support the Vice Chancellor and Assistant Vice Chancellor for Student Affairs. The role manages confidential documents, prepares agendas and minutes, schedules meetings and travel, and coordinates division-wide events.

The position also functions as a liaison across Colleges and departments, handles sensitive communications, and assists with personnel files, HR processes, and budget-related tasks.

Qualifications

• Strong interpersonal and written communication skills; demonstrated ability to interact effectively with a wide range of people/stakeholders.
• Experience with bookkeeping and data management; demonstrated experience with Microsoft Excel.
• Demonstrated experience reconciling financials and budgets in Workday.
• Crisis management skills; maintain sensitive and confidential information.
• Ability to independently find answers to constituent and staff questions or concerns.

Responsibilities

• Perform sensitive, confidential duties for the Vice Chancellor and Assistant Vice Chancellor for Student Affairs.
• Schedule meetings and travel; arrange logistics for conferences and meetings for the Vice Chancellor and AVCS; follow through with agendas and materials.
• Attend Leadership Group and Divisional meetings; prepare agenda and minutes; track follow-ups.
• Respond to inquiries; provide authoritative information; interpret policies; exercise judgment and responsibility.
• Coordinate with Human Resources on HR processes requiring Vice Chancellor approval; update division records.
• Develop and maintain Division personnel files; manage confidential records; maintain records for reference.
• Coordinate Division-wide reporting processes and annual events such as Fall Kickoff and January Professional Development Day.

Skills

Interpersonal communication

Written communication

Microsoft Excel

Crisis management

Workday

Data management

Education

Associate's Degree

Tools

Workday

Job description

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

Position Title:

Executive Assistant for Student Affairs -Student Affairs

Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Executive Assistant I

Job Duties:

Attention:

The Division of Student Affairs at the UniversityofWisconsin-Whitewater seeks an Executive Assistant for StudentAffairs (Executive Assistant I, AD010).

Position Summary:

This position is responsible for performing sensitive, confidentialduties for the Vice Chancellor and Assistant Vice Chancellor forStudent Affairs. Responsibilities include: facilitating Divisionalpersonnel matters; managing the Office of Student Affairs;scheduling meetings and appointments, planning and preparing travelarrangements, preparing agendas and minutes for various meetings,and working with and handling confidential documents andcorrespondence. This position reports to the Vice Chancellor forStudent Affairs and also provides support to the Executive Directorof Campus Life.

Responsibilities:

Perform sensitive, confidential duties for the Vice Chancellor and Assistant Vice Chancellor for Student Affairs.

• Assist in crisis management issues; provide executiveassistance and support related to the administrativeresponsibilities in the office (includes using discretion withhighly confidential and sensitive issues).
• Schedule meetings and appointments; Supervise arrangements(including travel, transportation and lodging) for numerousconferences and meetings for the Vice Chancellor and Assistant ViceChancellor; follow through with agendas, materials, memoranda,travel itineraries and/or calls if necessary. Coordinate logisticsfor special events.
• Attend Leadership Group and Divisional meetings; prepare agendaand minutes. Provide additional support and tracking for follow-upconversations and tasks.
• Classify, review and prioritize incomingcorrespondence/recommendations for immediate attention; as requiredretrieve documentation and/or background information. Take urgentmail to the Vice Chancellor and Assistant Vice Chancellor; keepmail requiring immediate attention and compose responses.
• Independently compose and process accurate and professionalcorrespondence (confidential or non-confidential) for internal andexternal responses. (i.e. communicating decisions, instructions andrequests to staff members)
• Independently respond to telephone, written and in-personinquiries by providing authoritative information; ensure compliancewith policies and interpret policies; exercise considerablejudgment and responsibility in decision-making.
• Answer questions regarding the Division and interpret Divisionpolicies and procedures for the public, faculty, students or otherUniversity employees via telephone, e-mail, written correspondence,or face-to-face contact.
• Serve as liaison between the Division of Student Affairs andColleges, Departments, and Chancellor’s staff.

Act as the Division of Student Affairs personnel and event facilitator.

• Coordinate closely with Human Resources on any/all HR relatedprocesses for the division that require Vice Chancellor approval.Monitor the updating of unclassified position descriptions andmaintain copies for divisional record.
• Develop and maintain Division personnel files. Manage allpersonnel transactions; maintain confidential records; keepsdetailed records for reference and historical purposes.
• Advise the Vice Chancellor and Assistant Vice Chancellor as topersonnel or other problems requiring attention.
• Develop and monitor the evaluation process for the Division'sunclassified/university staff.
• Serve as Talent Acquisition Coordinator for Division andUniversity search and screens as needed/requested.
• Provide guidance on HR processes and task for the Division, asneeded.
• Coordinate Division-wide reporting processes.
• Coordinate and facilitate Division-wide annual events, such asthe Fall Kickoff and January Professional Development Day.

Manage the Office of Student Affairs

• Manage an inventory of Office supplies, maintain and monitoryoffice equipment, call in repairs when needed.
• Manage the purchasing of all office related supplies, largerequipment (ex: copier), and coordinate travel/compensation forguest speakers. Monitor and reconcile the budget for the Office ofStudent Affairs
• Develop and maintain a secure and accurate filing system forthe Office of Student Affairs. Create and maintain meeting binders,files, and correspondence for the Vice Chancellor and AssistantVice Chancellor.
• Oversee the printing and publication of documents; maintain andupdate Division website.
• Perform special projects as assigned by Vice Chancellor andAsst. Vice Chancellor. Review and verify numerous forms forcompleteness, accuracy, and conformity to internal regulations andgive advice to Vice Chancellor and Assistant Vice Chancellor.
• Other duties as assigned

CONDITIONS OF APPOINTMENT

University of Wisconsin-Whitewater does not offer H-1B or otherwork authorization visa sponsorship for this position. Candidatesmust be legally authorized to work in the United States at the timeof hire and maintain work authorization throughout the employmentterm. If you have questions regarding this, please contact HumanResources. UW-Whitewater is not an e-verify employer, thereforeSTEM extensions are not options for work authorization.

Key Job Responsibilities:

• Monitors budgets and reviews and approves expenditures

• Compiles, screens, and evaluates correspondence and reports andrecommends actions

• Develops and facilitates communications of varying complexitybetween various internal and external stakeholders

• Manages the organization, auditing, security, andconfidentiality of records and files

• Schedules logistics for meetings, conferences, and travel andorganizes schedules for a college or division leadershipposition

Department:

Student Affairs

Compensation:

Well-qualified candidates can expect a starting annual salary within the range of $42,800 - $47,000.

UW System employees receive an excellent benefit package. To learn more about the UW System's comprehensive benefit package, review the UW System Employee Benefits Brochure .

Preferred Qualifications:

• Associate's Degree

Knowledge, Skills, and Abilities:

• Strong interpersonal and written communication skills;demonstrated ability to interact effectively with a wide range ofpeople/stakeholders.
• Experience with bookkeeping and data management; demonstratedexperience with Microsoft EXCEL.
• Demonstrated experience reconciling financials and budgets inWorkday.
• Demonstrated crisis management skills; maintain sensitive andconfidential information.
• Demonstrated ability to independently find answers toconstituent and staff questions or concerns.
• Demonstrated attention to detail and ability to refineprocesses and procedures.
• Ability to handle multiple priorities concurrently.
• Demonstrated experience with event planning and relatedlogistical management skills.
• Ability to conduct literature research related to Divisionalissues.
• Must have availability to work some evenings andweekends.
• A strong commitment to excellence in public service and theability to work effectively in a collaborative and culturallydiverse environment.
• Willingness and ability to be an active participant infollowing applicable safety rules and regulations includingnecessary training and drills

CAMPUS INFORMATION:

UW-Whitewater is a thriving public university located insoutheastern Wisconsin. It leads the way in providing world-class,affordable higher education programs to more students thanneighboring regional comprehensives in the University of WisconsinSystem. A collaborative team of 1,300 faculty and staff are devotedto the success of the university’s 11,500 students at its main andRock County campuses. The team provides high-impact practices andacademic programs — online and in person — from associate todoctoral levels. Recognized nationally for affordability,inclusion, and career development, UWW serves approximatelyone-third first-generation students and boasts strength in manyareas, especially business and education. The campus and communityembrace the Warhawk Family spirit, supporting the university’s artsand nationally recognized NCAA Division-III level championshipathletics. As a proud institution of access, more than 10 percentof undergraduate students use the acclaimed Center for Studentswith Disabilities — a priority mission since the 1970s.
UW-Whitewater's campuses are located centrally near Milwaukee,Madison, and Chicago, offering easy access to the cultural andcommercial opportunities of major metropolitan areas. Near bothLake Geneva and the Wisconsin Dells, the area attracts numerousvisitors from across the country. Whitewater is a vibrant collegecommunity near the Kettle Moraine State Forest offering arearesidents seasonal outdoor enjoyment. The nearby Rock County campusis located in Janesville, a town of 60,000 located on the RockRiver and known as Wisconsin’s Park Place.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campusUniversities of Wisconsin ( https://www.wisconsin.edu ).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicatein writing that their identity should be kept confidential. Inresponse to a public records request, the University will notreveal the identities of applicants who request confidentiality inwriting, except that the identity of the successful final candidatewill be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19, University of Wisconsin SystemCriminal Background Check Policy and Universities of WisconsinAdministrative Policy 1275 Recruitment Policies, UW-Whitewaterrequires criminal background checks as a contingency to employment.A criminal background check will be conducted prior to an offer ofemployment. All final candidates must be asked, prior to hire,whether they have been found to have engaged in, are currentlyunder investigation for, or left employment during an activeinvestigation in which they were accused of sexual violence orsexual harassment. When obtaining employment reference checks,these same sexual violence or sexual harassment questions must alsobe asked.

The University of Wisconsin-Whitewater requires that all employeesbe active participants in following applicable safety rules andregulations including necessary training and drills.

For UW-Whitewater Campus safety information and crimestatistics/annual Security Report, see Annual Security and Fire Safety Report if you would like apaper copy of the report please contact the UW-Whitewater Police at262-472-4660.

UW IS AN EQUAL OPPORTUNITY EMPLOYER:

Qualified applicants will receive consideration for employmentwithout 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 byapplicable federal or State law and UW System policies. We arecommitted to building a workforce that represents a variety ofbackgrounds, perspectives, and skills, and encourage all qualifiedindividuals to apply.