Executive Assistant to the Dean of Students

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Executive Assistant II

Job Summary:

Join the Student Advocacy team within Student Affairs as an Executive Assistant in a dynamic and fast-paced environment dedicated to supporting student success! 

The Executive Assistant will support the Dean of Students and act as a crucial liaison and operational hub, ensuring the office runs smoothly and efficiently. Your daily responsibilities will include managing complex calendars, organizing campus events, facilitating committee and board activities, and collaborating with various campus and community partners to advance the Dean of Students' goals of supporting student success.

Key Job Responsibilities:

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

• Support and mentor front desk student workers in the Office of Student Assistance and Support

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

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

• Provide administrative support for the Associate Dean of Students related to the Student Crisis Response Team, Behavioral Intervention Team, and Senior Class Officers

• Monitors budgets and reviews and approves expenditures

• Administrative support for the Security Review Team and the Expressive Activity Support and Education Team

• Coordinate and support the Dean of Students Advisory Board, Dean of Students Advisory Committee, Academic Student Affairs Council, and Protest Administrative Review Team

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

Department:

Vice Chancellor for Student Affairs (VSCA), Student Advocacy

Student Affairs is around 850 people across multiple campus units dedicated to helping UW–Madison students succeed in and out of the classroom. We celebrate diversity and creating a welcoming and safe community where all students can grow. Our programs and services cover areas including health and well-being, success and belonging, leadership and community engagement, and student advocacy.

Compensation:

The expected minimum starting salary for this position is $70,000.00 annually. Actual pay will depend on experience and qualifications. This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please see https://www.wisconsin.edu/ohrwd/benefits/download/fasl.pdf 

Required Qualifications:

• At least 1 year as an administrative/executive assistant or similar role

• Excellent organizational skills and ability to prioritize and manage tasks in a fast-paced environment

• Ability to take initiative, work independently, and have creative problem-solving skills.

• Ability to provide a positive customer experience and communicate with clarity and precision

• Proficiency with Microsoft Office Suite (Advanced Proficiency is strongly preferred)

• Experience in coordinating and scheduling travel arrangements

Preferred Qualifications:

• Familiarity with university and software systems such as Workday, Maxient, and Advisor Notes

• Proficiency with computer software applications, automated data analysis, and data entry

Education:

High School Diploma

Bachelor's Degree Preferred

How to Apply:

To begin the application process, click on the "I am a current employee" button or "I am not a current employee" button under Apply Now. You will need to upload the following documents:

1. A current resume.
2. A cover letter that addresses your qualifications, knowledge, skills, and abilities, or a past experience that would support your success in the role.

Please note that there is only one attachment field. You must upload all your documents into the one attachment field. Application reviewers will evaluate the materials you submit (your resume and cover letter) to identify qualified applicants who will advance in the recruitment process. Please ensure that your application is complete and submitted by the deadline (“apply by “date at the top of the posting) to be considered for this position.

University sponsorship is not available for this position, which includes transfers of sponsorship and TN visas. The selected applicant will be responsible for ensuring their continuous eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1 STEM OPT Extension participants.

Contact Information:

Angel Cartagena, [email protected] , (608) 890-2570

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information. 

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

The University of Wisconsin-Madison is an Equal Opportunity Employer. 

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment. 
 
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7). 
 
The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.