Executive Assistant II - Office of the Provost - Academic Affairs

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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 respectfully with people with diverse socioeconomic, cultural and ethnic backgrounds
  
  
• 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 [contact details available in the full listing] or [contact details available in the full listing] .

For questions regarding this position, please contact:

Becky Pfeifer

[contact details available in the full listing]

[contact details available in the full listing]

To Ensure Consideration:

Applications received by September 3rd, 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 [contact details available in the full listing].

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.