Executive Assistant for Student Affairs – Student Affairs

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the internal application process.

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 organizes schedules for a college or division leadership position

Department:

Student
Affairs

Compensation:

Well-qualified candidates can expect a starting annual salary within the range of $42,800 –
$47,000.

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.

Preferred Qualifications:

• Associate’s Degree

Knowledge, Skills,
and Abilities:

• Strong interpersonal and written communication skills; demonstrated ability to interact effectively with a wide
  range of people/stakeholders.
• Experience with bookkeeping and data management; demonstrated experience with Microsoft
  EXCEL.
• Demonstrated experience reconciling financials and budgets in Workday.
• Demonstrated crisis management skills;
  maintain sensitive and confidential information.
• Demonstrated ability to independently find answers to constituent and staff
  questions or concerns.
• Demonstrated attention to detail and ability to refine processes and procedures.
• Ability to handle
  multiple priorities concurrently.
• Demonstrated experience with event planning and related logistical management
  skills.
• Ability to conduct literature research related to Divisional issues.
• Must have availability to work some evenings
  and weekends.
• A strong commitment to excellence in public service and the ability to work effectively in a collaborative and
  culturally diverse environment.
• Willingness and ability to be an active participant in following applicable safety rules and
  regulations including necessary training and drills

How to Apply:

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

• Cover Letter
• Resume
• Name and contact
  information for three professional references

Contact Information:

If you have questions regarding this
recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262)
472-1024 or hr@uww.edu.

For questions regarding this
position, please contact:

Bridget Vaughn

vaughnb@uww.edu

To Ensure
Consideration:

Applications received by August 4th, 2026, are ensured full consideration. Applications received after that
date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in
the next step of the selection process.

CAMPUS INFORMATION:

UW-Whitewater is a thriving public
university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more
students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are
devoted to the success of the university’s 11,500 students at its main and Rock County campuses. The team provides high-impact practices and
academic programs – online and in person – from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career
development, UWW serves approximately one-third first-generation students and boasts strength in many areas, especially business and
education. The campus and community embrace the Warhawk Family spirit, supporting the university’s arts and nationally recognized NCAA
Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the
acclaimed Center for Students with Disabilities – a priority mission since the 1970s.

UW-Whitewater’s campuses are located centrally
near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near
both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college
community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located
in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin’s Park Place.

ORGANIZATION
INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campus Universities of Wisconsin (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 Regent Policy Document 20-19,
University of Wisconsin System Criminal Background Check Policy and Universities of Wisconsin Administrative Policy 1275 Recruitment
Policies, 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 Annual Security and Fire Safety Report if you would like a paper copy of the report please contact the UW-Whitewater
Police at 262-472-4660.

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.

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