Executive Assistant II - Vice Chancellor/Provost Office - 20807
ATTENTION:
The Office of the Provost at the University of Wisconsin-Whitewater seeks an Executive Assistant II (AD011).
JOB DETAILS:
This position provides executive administrative assistance and managerial office support for the Office of the Provost. This Academic Staff position provides regular in-person administrative support, and reports, to the Associate Vice Chancellor for Academic Affairs.
QUALIFICATIONS:
Minimum Qualifications:
- Associate degree or comparable experience.
- Knowledge of and experience with standard office methods and procedures.
- Excellent oral and written communication skills, reflective of an executive office in higher education.
- Ability to use personal computer and software packages (e.g., MS Word, Excel, PowerPoint, Outlook) to schedule and organize events and meetings and create spreadsheets, reports, and presentations.
Desired Qualifications:
- Bachelor's Degree
- Experience in an office at an executive or leadership level.
- Ability to work as part of a collaborative team.
- Ability to organize complex tasks and manage multiple tasks effectively.
- Ability to build strong working relationships with both internal and external constituents including a diverse staff and student population.
- Ability to work flexibly as a positive teammate in a collaborative work environment.
- Ability to work independently, setting own priorities to meet the demands of the position.
- Ability to work non-traditional hours (evening, weekend) as needed.
Knowledge, Skills, and Abilities:
- Ability to interact respectfully with people from diverse socioeconomic, cultural, and ethnic backgrounds.
- Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills.
RESPONSIBILITIES:
- Schedules logistics for meetings, conferences, and travel and organizes schedules for associate provost, and provost as needed.
- Compiles, screens, and evaluates correspondence; reports and recommends actions.
- Including requests to be absent and other reporting from academic affairs leadership
- Independently interpret, review, edit and prepare reports for UW System
- Develops and facilitates communications of varying complexity between multiple internal and external stakeholders.
- Including, but not limited to, Academic Affairs Awards selection process, Regent’s award, promotions, tenure decisions, leaves of absence, sabbaticals, and tuition reimbursement.
- Manages the organization, auditing, security, and confidentiality of personnel matters records and files.
- Manage all personnel transactions including monitoring hire forms for documentation of teaching qualifications; maintain confidential records; keep detailed records for reference and historical purposes; maintain physical personnel files in adherence to Universities of Wisconsin Policy.
- Manage processes for faculty promotion, tenure, and employee relations such as post-tenure review, academic staff promotions, sabbatical processing, academic affairs leadership comprehensive evaluations, tuition reimbursement.
- Monitors budgets, reviews, and approves expenditures.
- Provide planning and support for Provost Office events.
- Create and manage webpage updates, announcements, and invitations.
- Reserve rooms and assist with accommodations, order catering and work with catering on final presentation.
- Organize and assemble event awards and gifts.
- Provide planning and support for Provost Office and other Academic Affairs hiring searches following established Human Resources processes.
- Assist with other projects and activities as deemed necessary and appropriate for successful operation of the office; coordinate with other office staff to assure uninterrupted service.
UNIVERSITY INFORMATION:
UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university's 11,000 students at its main and Rock County campuses. The team provides high-impact practices and academic programs - online and in person - from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW has approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university's arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with 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 and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin's Park Place.
Belonging and mattering are central to the university's culture, and UW-Whitewater strives to maintain an environment where individual and collective efforts are valued and celebrated. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.
ORGANIZATION INFORMATION:
The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System (https://www.wisconsin.edu).
Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).
Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.
The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.
For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see Annual Security and Fire Safety Report. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.
COMPENSATION AND BENEFITS:
Well-qualified candidates can expect a starting annual salary within a range of $47,000 - $52,500 commensurate with the candidate's education, related experience, and qualifications.
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.
CONDITIONS OF APPOINTMENT:
University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.
TO ENSURE CONSIDERATION:
Applications received by May 26th, 2024, are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.
If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1024 or hrstudent@uww.edu.
For questions regarding this position, please contact:
Becky Pfeifer
262-472-1055
TO APPLY:
Only complete application packages will be considered. This includes online submission of the following documents:
- Cover Letter
- Resume
- Name and contact information for three professional references
This Job ID is 20807.
Application Links:
A potential applicant who is NOT currently employed by the University of Wisconsin System, click here:
UW-Whitewater External Applicants
A current employee of the University of Wisconsin System, click here:
UW-Whitewater Internal Applicants
Before you get started with the online application process, we recommend you preview the frequently asked questions (FAQs) by selecting the link below.