Executive Assistant for Student Affairs - Student Affairs

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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 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 [email protected].

For questions regarding this position, please contact:

Bridget Vaughn

[email protected]

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.