Executive Assistant for Student Affairs - Student Affairs

About this role

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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 University of Wisconsin-Whitewater seeks an Executive Assistant for Student Affairs (Executive Assistant I, AD010).

Position Summary:

This position is responsible for performing sensitive, confidential duties for the Vice Chancellor and Assistant Vice Chancellor for Student Affairs.  Responsibilities include:  facilitating Divisional personnel matters; managing the Office of Student Affairs; scheduling meetings and appointments, planning and preparing travel arrangements, preparing agendas and minutes for various meetings, and working with and handling confidential documents and correspondence. This position reports to the Vice Chancellor for Student Affairs and also provides support to the Executive Director of Campus Life.

Responsibilities:

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

• Assist in crisis management issues; provide executive assistance and support related to the administrative responsibilities in the office (includes using discretion with highly confidential and sensitive issues).

• Schedule meetings and appointments; Supervise arrangements (including travel, transportation and lodging) for numerous conferences and meetings for the Vice Chancellor and Assistant Vice Chancellor; follow through with agendas, materials, memoranda, travel itineraries and/or calls if necessary.  Coordinate logistics for special events.

• Attend Leadership Group and Divisional meetings; prepare agenda and minutes. Provide additional support and tracking for follow-up conversations and tasks.

• Classify, review and prioritize incoming correspondence/recommendations for immediate attention; as required retrieve documentation and/or background information.  Take urgent mail to the Vice Chancellor and Assistant Vice Chancellor; keep mail requiring immediate attention and compose responses.

• Independently compose and process accurate and professional correspondence (confidential or non-confidential) for internal and external responses. (i.e. communicating decisions, instructions and requests to staff members)  

• Independently respond to telephone, written and in-person inquiries by providing authoritative information; ensure compliance with policies and interpret policies; exercise considerable judgment and responsibility in decision-making.

• Answer questions regarding the Division and interpret Division policies and procedures for the public, faculty, students or other University employees via telephone, e-mail, written correspondence, or face-to-face contact.

• Serve as liaison between the Division of Student Affairs and Colleges, 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 related processes for the division that require Vice Chancellor approval. Monitor the updating of unclassified position descriptions and maintain copies for divisional record.

• Develop and maintain Division personnel files. Manage all personnel transactions; maintain confidential records; keeps detailed records for reference and historical purposes.

• Advise the Vice Chancellor and Assistant Vice Chancellor as to personnel or other problems requiring attention.

• Develop and monitor the evaluation process for the Division's unclassified/university staff.

• Serve as Talent Acquisition Coordinator for Division and University search and screens as needed/requested.

• Provide guidance on HR processes and task for the Division, as needed.

• Coordinate Division-wide reporting processes.

• Coordinate and facilitate Division-wide annual events, such as the Fall Kickoff and January Professional Development Day.

Manage the Office of Student Affairs

• Manage an inventory of Office supplies, maintain and monitory office equipment, call in repairs when needed.

• Manage the purchasing of all office related supplies, larger equipment (ex: copier), and coordinate travel/compensation for guest speakers. Monitor and reconcile the budget for the Office of Student Affairs

• Develop and maintain a secure and accurate filing system for the Office of Student Affairs. Create and maintain meeting binders, files, and correspondence for the Vice Chancellor and Assistant Vice Chancellor.

• Oversee the printing and publication of documents; maintain and update Division website.

• Perform special projects as assigned by Vice Chancellor and Asst. Vice Chancellor. Review and verify numerous forms for completeness, accuracy, and conformity to internal regulations and give 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 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.

Key Job Responsibilities: • Monitors budgets and reviews and approves expenditures

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

• Develops and facilitates communications of varying complexity between various internal and external stakeholders

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

• Schedules logistics for meetings, conferences, and travel and o

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