University Executive Staff Assistant - Office of the Provost - 15891

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INTRODUCTION:

The Office of the Provost at the University of Wisconsin - Whitewater seeks a University Executive Staff Assistant.

JOB DUTIES:

This position provides executive administrative assistance and managerial office support for the Office of the Provost. This position reports to the Associate Vice Chancellor for Academic Affairs.

Responsibilites:

A. Provide administrative assistance and support for the Provost, Associate Provosts

1. Assist in scheduling meetings, managing calendars, and preparing materials for meetings and appointments
2. Assist with the creation and management of correspondence, communications, documents, and materials
3. Manage and update websites related to the Provost’s Office and Academic Affairs
4. Collaborate with and assist the other Executive Administrative Assistants in support of the Provost and Associate Provosts

B. Serve as project manager in support of standing committees, initiatives, and leadership programs coordinated from the Provost’s Office

1. Manage the scheduling, planning, and documents for standing committees, groups, and initiatives, e.g., faculty and staff development and student success initiatives. Monitor progress of projects and initiatives, and consult with leaders on next steps. Manage follow-up activities
2. Manage conference registration and travel arrangements for groups and teams engaged in Provost Office projects and initiatives, e.g., for participation with the Higher Learning Commission, AAC&U, and AASCU
3. Provide assistance and support for leadership programs and projects, e.g., the Administrative Development Program

C. Provide office management for the campus LEAP initiative (Liberal Education & America’s Promise)

1. Manage the scheduling, planning, and documents for LEAP committees, groups, and projects, e.g., the LEAP Council, LEAP workshops, and LEAP Days. Monitor progress of projects and initiatives, and consult with leaders on next steps. Manage follow-up activities
2. Supervise the student LEAP intern. Manage the intern’s schedule, activities, coordination with LEAP committees, leaders, and projects. Support the advertisement, hiring, and training of new interns

D. Supervise student employees in the Provost’s Office

1. Hire, train, and supervise student employees using LEAP principles and learning outcomes to provide high-impact educational opportunities for student employees
2. Use best practices to assure equity in hiring and employee success
3. Provide feedback to student employees on a regular basis to support their continued development and learning
4. Assign duties and tasks to student employees that support the operation of the Provost’s Office
5. Establish and provide meaningful learning opportunities for the students
6. Create and maintain office procedures students can follow, assisting students when needed
7. Manage work schedules for student employees

E. Provide planning and support for Provost Office events

1. Plan and support Provost Office events, e.g., workshops, orientation programs, awards ceremonies, and tenure and promotion events
2. Create and manage webpage updates, announcements and invitations for events
3. Reserve rooms and assist with accommodations, order catering and work with catering on final presentation
4. Organize and assemble event handouts, folders, awards and gifts

F. Assist with hiring and personnel processes

1. Assist the University Executive Staff person who is responsible for hiring and personnel processes
2. Support the Academic Staff Titling process by preparing documents, scheduling and planning meetings, and managing follow-up
3. Support the process for writing and tracking sabbatical letters and other correspondence related to personnel
4. Support the process for conducting periodic personnel evaluations of deans, directors, and other administrators in Academic Affairs
5. Record and track leave reports and requests to be absent, for personnel reporting to the Provost Office

G. Provide assistance and support for annual reports and grant and contract processes, including processes operating in the Office of Research and Sponsored Programs

H. Assist in other projects and activities as deemed necessary and appropriate for successful operation of the office; coordinate with other office staff to assure uninterrupted service

QUALIFICATIONS:

Minimum Qualifications:

• High School Diploma
• 2 years' experience with standard office methods and procedures

Desired Qualifications:

• Experience in an office at an executive or leadership level
• Ability to work non-traditional hours (evening, weekend) as needed

Knowledge, Skills & Abilities:

• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills
• Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds
• Excellent oral and written communication skills, reflective of an executive office in higher education
• Ability to work as part of a collaborative team
• Ability to organize complex tasks and manage multiple tasks effectively
• Ability to work independently, setting own priorities to meet the demands of the position
• Ability to build strong working relationships with both internal and external constituents including a diverse staff and student population
• 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
• Ability to work flexibly as a positive teammate in a collaborative work environment

CAMPUS INFORMATION:

Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions and a statewide Extension. In the fall of 2018, as a result of the University of Wisconsin System’s restructuring of the state’s 13 two-year campuses formerly known as UW Colleges, UW–Rock County began operating as a branch campus of UW–Whitewater under the new name of University of Wisconsin–Whitewater at Rock County. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. The University of Wisconsin-Whitewater Main Campus and Rock County Campus are located conveniently near Milwaukee, Madison, and Chicago, and thus offers the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.

The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs. UW-Whitewater has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. The campuses have more than 200 student organizations and UW-Whitewater is a Division III NCAA university. UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. 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 UPS Operation Policy: TC1, 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 http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.

SPECIAL NOTES:

UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).

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.

TO ENSURE CONSIDERATION:

Applications received by October 3, 2019 are ensured full consideration. Applications received after that date may be given consideration 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.

If you have questions regarding this recruitment, or if you are not able 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 the position, please contact:

Kristin Plessel
Interim Associate Vice Chancellor
plesselk@uww.edu
(262) 472-1077

HOW TO APPLY:

Only complete application packages will be considered. A complete application includes online submission of the following documents:

• Resume/CV
• Cover Letter/Letter of Interest
• Three Professional/Supervisory References with contact information

This Job ID is 15891.

Who Are You?

A potential applicant who is NOT currently employed by the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater External Applicants

A current employee of the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater Internal Applicants

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