Executive Assistant II - Office of the Provost - Academic Affairs

About this role

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Position Title: Executive Assistant II - Office of the Provost - Academic Affairs

Job Category: Academic Staff

Employment Type: Regular

Job Profile: Executive Assistant II

Job Duties:

Attention:

The Office of the Provost at the University of Wisconsin-Whitewater seeks an Executive Assistant II.

This position provides executive administrative assistance and office support for the Office of the Provost. This Academic Staff position provides regular in-person administrative support and reports to the Associate Provost.

Job 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.

• May provide specialized administrative support in areas including academic budget administration, curriculum review and approval processes, curriculum management, academic planning, or other Academic Affairs operational functions based on departmental needs.

• Provides planning and logistical support for Provost Office events, including creating and managing webpage updates, announcements, and invitations.

• Assists with other projects and activities as necessary to support the successful operation of the office and collaborates with other office staff to ensure uninterrupted service.

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

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

• Monitors budgets and reviews and approves expenditures

• Schedules logistics for meetings, conferences, and travel and organizes schedules for a leadership position with institution wide authority

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

Department:

Office of the Provost

Compensation:

Well-qualified candidates can expect a starting annual salary within the range of $49,000 - $55,000 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 .

Required 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.

Preferred Qualifications: • Associate's or bachelor's degree.

• Experience supporting executive-level or senior leadership offices.

• Experience working with faculty personnel processes, academic curriculum processes, and/or budget management in higher education.

• Ability to organize complex work and effectively manage multiple priorities.

• Ability to establish and maintain effective working relationships with internal and external stakeholders, including a diverse faculty, staff, and student population.

• Ability to work occasional evening or weekend hours as needed.

Knowledge, Skills, and Abilities: • Ability to interact resp

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