The University of Wisconsin Extended Campus (UWEX) is currently seeing an Executive Assistant. This position will assist our Chief Academic Officer (CAO) with daily administrative tasks, as well as event planning. As a key representative of the division, the person in this is position is expected to provide exceptional customer service to office visitors, colleagues within the unit and division, campus stakeholders, and program advisory board members.
This position is a full-time, salaried (exempt) Academic Staff Appointment. Well-qualified candidates can expect a starting annual salary within a range of $50,000 to $60,000 annually, commensurate with the candidate’s education, related experience, and qualifications. UW System employees receive an excellent benefit package. To learn more about the UWSA comprehensive benefit package, you can read our benefit summary guide: Summary – Faculty, Academic Staff & Limited Appointees.
RESPONSIBILITIES
- Provide administrative program and project management support for the CAO, which includes managing a very active executive calendar, coordinating and scheduling meetings, preparing and distributing correspondence, taking and distributing meeting notes/minutes, managing documents and databases, and monitoring deadlines.
- Serve as lead event and meeting planner for the business unit’s major annual events, curriculum development meetings, business meetings, and other gatherings, which includes research, contracts, communications, registration reconciliation, day-of event execution, and follow-up responsibilities.
- Serve as the travel coordinator for the CAO and Academic Affairs team, assisting with travel arrangements, communicating policies, and preparing travel expense reimbursement forms.
- Provide administrative support for the UWEX Academic Affairs team, which includes coordinating and scheduling meetings, scheduling conference rooms, preparing and distributing agendas, and managing meeting follow-up as requested.
- Maintain ongoing and effective communication with internal staff and external partners.
- Perform other duties as assigned by the CAO.
- Serve as the administrative lead for the UW System/UWEX Continuing Education Executive Council (CEEC) to include maintaining the active member roster, meeting scheduling/coordination, document distribution/management, and other related tasks.
- Provide administrative support to the annual campus Critical Analysis Reporting process under the direction of the CAO. Supports would include, but not be limited to, updating of reporting documents/templates, collection and organization of submissions, communication with campuses, and drafting of submission responses.
MINIMUM QUALIFICATIONS
- Minimum of 5 years’ experience providing administrative support to executive level staff
- Experience with events planning and coordination
- Proficiency in Microsoft Office Suite and Outlook
KNOWLEDGE, SKILL AND ABILITIES
- Knowledge and proficiency in Microsoft Office Suite
- Ability to manage multiple priorities
- Strong attention to detail
- Exceptional customer service skills
- Strong verbal and written communication skills
- Knowledge of and ability to conduct print and web-based research
- Knowledge of Microsoft Teams and SharePoint
HOW TO APPLY
A complete application will include the following:
- A letter of interest addressing applicant qualifications and experience as they relate to the responsibilities of the position.
- A professional resume.
References will be requested if selected as a finalist. References must include names, email, addresses, and telephone numbers of three professional references including at least one current or past supervisor.
Please direct requests for information to:
Shelby Buchanan, HR Business Partner
Shelby.Buchanan@uwex.wisconsin.edu
TO ENSURE CONSIDERATION
To ensure consideration, complete applications must be submitted by February 27, 2023. However, applications may be accepted until the position has been filled.
POSITION DESCRIPTION CLARIFICATION
This position description represents a general outline of job duties, expectations, responsibilities, and qualifications. It is not intended to be comprehensive in nature. In addition, this position is likely to evolve over time and therefore the position description may not fully reflect the precise nature of the position at a future point in time.
SPECIAL NOTES
The successful candidate will be required to provide documentation of credentials. Prior to appointment to this position, a criminal records review and inquiries regarding sexual violence and sexual harassment will be conducted. UW Extended Campus complies with the Wisconsin Fair Employment Act with regard to nondiscrimination based on arrest and/or conviction record. This document can be made available in alternative formats by calling the person listed above. An offer of employment is contingent upon establishment of identity and verification of employment eligibility as required by the Immigration Reform and Control Act of 1986. The University of Wisconsin Extended Campus is an Equal Opportunity/Affirmative Action employer and actively seeks and encourages applications from women, minorities and persons with disabilities. It is our policy to provide reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment.