Executive Assistant to Provost Office - Academic Affairs

University of Wisconsin Colleges; Whitewater (WI); On-site; USD 49,000 - 55,000; Full time

Benefits offered by this job

UW System benefits package

Job summary

University of Wisconsin Colleges seeks an Executive Assistant II to provide executive administrative support for the Office of the Provost in Academic Affairs. The role reports to the Associate Provost and involves in-person support, calendar management, correspondence handling, and collaboration across university leadership.

The position emphasizes discretion, professional communication, and adherence to UW policies.

Qualifications

• High school diploma or equivalent.
• Knowledge of and experience with standard office methods and procedures.
• Excellent oral and written communication skills appropriate for an executive office in higher education.
• Ability to work collaboratively and flexibly in a team environment.
• Ability to work independently and establish priorities to meet the demands of the position.
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and other software used to schedule and organize meetings, manage records, and prepare reports and presentations.

Responsibilities

• Coordinates and manages complex scheduling, meetings, conferences, and travel arrangements for Academic Affairs leadership, including the Associate Provost and Provost as necessary, exercising discretion in prioritizing competing demands and institutional priorities.
• Reviews, prioritizes, and responds to correspondence, inquiries, and reports; researches issues and recommends appropriate actions and follow-up to Academic Affairs leadership, including reporting related to Academic Affairs leadership initiatives and the university strategic plan.
• Independently interprets reporting requirements; reviews, prepares, edits, and submits institutional reports and documentation to Universities of Wisconsin Administration while ensuring accuracy, completeness, and compliance with established policies and deadlines.
• Develops and facilitates communications of varying complexity between internal and external stakeholders, including matters related to Academic Affairs awards, promotion and tenure decisions, leaves of absence, and sabbaticals.
• Provides planning and administrative support for Provost Office and other Academic Affairs recruitment and hiring activities in accordance with established Human Resources policies and procedures.
• Coordinates administrative processes associated with faculty and academic staff personnel actions and provides guidance regarding established Academic Affairs procedures, deadlines, and documentation requirements.
• Maintains faculty qualification documentation; monitors hiring and personnel actions for compliance with instructional qualification requirements; maintains confidential records and personnel files in accordance with Universities of Wisconsin policies; and preserves records for operational, historical, and audit purposes.
• Manages processes related to faculty promotion, tenure, post-tenure review, academic staff promotion, sabbatical administration, Academic Affairs leadership comprehensive evaluations, and other faculty personnel actions.

Skills

High school diploma or equivalent

Office coordination

Oral and written communication

Independent prioritization

Team collaboration

Microsoft Office proficiency

Education

Associate's degree or Bachelor's degree

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

University of Wisconsin Colleges seeks an Executive Assistant II to provide executive administrative support for the Office of the Provost in Academic Affairs. The role reports to the Associate Provost and involves in-person support, calendar management, correspondence handling, and collaboration across university leadership.

The position emphasizes discretion, professional communication, and adherence to UW policies.