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 . 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, hr@studentaffairs.wisc.edu, (608) 890-2570

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 . 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, hr@studentaffairs.wisc.edu, (608) 890-2570