Executive Assistant - Access, Belonging, and Student Engagement

• Order and maintain an adequate stock of office supplies.

• Maintain organized digital and physical records for the division, including those containing confidential and personally identifiable information.

• Initiate work order requests as necessary.

• Other duties as assigned in relation to the mission of the Division of Access, Belonging, and Student Engagement.

Provide administrative support

• Complete a complex range of professional administrative support tasks.

• Develop and maintain an up-to-date understanding of the responsibilities of the Vice Chancellor (VC), Associate Vice Chancellor (AVC), and Dean of Students/Assistant Vice Chancellor for ABSE. Contextual awareness and discretion are essential to protect confidentiality and perform the essential duties of this position.

• Schedule meetings and maintain master calendars for the VC and ABSE leadership team. Maintain awareness of conflicting priorities and prioritize appropriately.

• Interact daily with the VC to align priorities and discuss any emerging situations. Use judgement and discretion in alerting the VC and ABSE leadership team of matters needing attention in priority order.

• Respond to requests for information from a variety of sources, particularly in the absence of the VC. This may involve researching answers and tactfully addressing sensitive issues.

• Manage and prioritize phone calls, appointments, incoming/outgoing correspondence, and reports.

• Compose, proofread, and edit correspondence and documents as required. Documents may be of a confidential nature.

• Participate in ABSE leadership team meetings, as well as other events related to ABSE upon request.

• Develop and share agendas, take meeting minutes, and share minutes in a timely and accessible manner.

• Assist in gathering data and preparing reports related to ABSE functions and end of year reporting.

• Manage the shared reception point serving the Vice Chancellor's Office, the Student Life Office, and Office of Civil Right and Compliance, including reception, coverage, and continuity of service.

• Assist in organizing processes and procedures to ensure efficient functioning of the ABSE main office, including development and maintenance of shared reception procedures, in collaboration with the leadership team and Business Manager.

• Hire, train, schedule, and supervise student workers supporting the shared reception point, including coordination of training on reception, referral, confidentiality, and office procedures.

• Assist with organizing special events (ordering food, scheduling rooms, digital signage and campus event calendar submissions).
• Coordinate preparation and distribution of divisional communications and recurring newsletters from the VC and ABSE leadership team, including gathering submissions, formatting, scheduling, and archiving.
• Serve as one of the primary liaisons, in coordination with the Business Manager, between the VC, the ABSE leadership team, unit directors, and support staff regarding university and divisional policies, procedures, goals, and functions.

• Serve as one of the primary liaisons, in coordination with the Business Manager, between ABSE, the Chancellor's leadership team, and academic departments. Develop and maintain positive lines of communication between ABSE and other university offices.

Budget and financial responsibilities

• Coordinate travel arrangements for the VC, ABSE leadership team, visitors, and job candidates.

• Process reimbursements, vendor payments, and expense reporting in a timely and accurate manner.

• Develop and maintain an up-to-date understanding of general budget and travel policies by coordinating with the Business Manager, reviewing documentation, and attending community-of­ practice meetings.

• In coordination with the Business Manager, conduct spend planning, account reconciliation, and maintain accurate and current documentation of expenses and purchases for the leadership team and their operational accounts.

• Serve as designated backup to the Business Manager for administrative task completion, following established procedures.

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 as applicable: public service, academic, etc.

• Demonstrated ability to appropriately manage a complex workload with multiple priorities.

• Demonstrated ability to use discretion and good judgement, especially regarding confidential information.

• Demonstrated ability to learn new software/skills and adapt to changing circumstances.

• Ability to respectfully relate, communicate, and respond to individuals with a variety of needs.

• Ability to work well with others in a team environment.

• Ability to work independently and set priorities as needed to meet the position's demands.

• Working knowledge of modern office practices and common office equipment: 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 enterprise system.

• 3-5 years of broad and increasingly responsible administrative experience.

• Experience providing administrative support to executive leaders 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 official correspondence.

• Experience participating in strategic planning and related initiatives.

• Experience in higher education and/or a desire to grow professionally within the higher education environment.

How to Apply:

Required application documents

Cover letter (that addresses the required and preferred qualifications)

Resume

Contact Information:

Andrew Avery-Johnson aavery-johnson@uwlax.edu

Special Notes:

Application deadlines
TO ENSURE CONSIDERATION: Priority consideration is given to those 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. Incomplete and/or late application materials may not receive consideration. 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 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.

INFORMATION ABOUT YOUR BENEFITS
Your benefits add an additional 40%+ to the overall financial package from the university.
Highlights include:

• Paid vacation for 12-month positions.
  
  

• Excellent flexible health insurance with low co-pays and good coverage.
  
  

• Paid holidays and paid sick days.
  
  
• After 5 years of employment, you become vested in our retirement system which ensures income post-career.
  
  

• Benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.
  
  

Benefit eligibility is determined at the point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment without 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 by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.