Executive Assistant I

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Position Title:

Executive Assistant I

Job Category:

Academic Staff

Employment Type:

Terminal (Fixed Term)

Job Profile:

Executive Assistant I

Job Duties:

The Executive Assistant provides administrative and professional level assistance to the Academic Affairs – Provost’s Office. The individual performs a variety of activities, in a high-paced dynamic environment and under limited supervision including, but not limited to advanced administrative support, communication efforts, project coordination, process management, and service excellence.   

Key Job Responsibilities:

The Executive Assistant joins a high-functioning, collaborative team that works on projects with impact across the university. The position is a highly confidential position that requires a high level of attention to detail, a need for strong technological proficiency, and experience with project management and/or personnel management/ policy. The university relies heavily on positive interactions with the provost’s office, therefore an individual who is committed to service excellence and promoting an inclusive environment is essential for this role. The position reports to the Associate Provost and also takes direction from the Executive Assistant II and the Provost.  

 

• Provide advanced administrative support for members of the Provost’s Office, and others, as assigned  

• Maintain the associate provost’s calendar, schedule all meetings and appointments. Collaborate in the maintenance of calendars, schedules, and appointments. Respond independently to requests for members’ attendance at campus functions and special events.   

• Compile information for special reports and projects; create reports and prepare correspondence as assigned.   

• Manage associated internal/external web pages.   

• Arrange/coordinate all travel for the associate provost and others, as assigned.  

• Maintain processes and support committees according to deadlines assuring accuracy based on policies and procedures. Act as a resource person of Academic Affairs, providing input as needed.   

• Coordinate events/projects as directed, including processes associated with shared governance such as the Faculty Personnel Action Portal.  

• Archive documents, as needed.  

• Serve as department contact for managing print processing, work orders, key audits, computer audits, and purchasing    

• Work with the provost, associate provost, and others as assigned, to provide services as needed.  

• Provide recruitment support, as needed.   

• Work independently on miscellaneous projects as assigned.  

• Other duties as assigned.  

  

Department:

The Provost's Office has oversight of the Division of Academic Affairs.  Working with dedicated professionals across the university, the office supports successful teaching and learning, scholarship, research, creative activities, and student services. 

Compensation:

Competitive salary commensurate with qualifications and experience.  

Required Qualifications:

Preferred Qualifications:

How to Apply:

Contact Information:

Guidelines to ensure consideration:    

• Applicants must complete all required fields and attach all required application materials.     

• Within your cover letter address each of the Minimum/Required Qualifications specified for this position. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.  

It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.   

The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. 

• Employee Benefits:  https://www.wisconsin.edu/ohrwd/benefits/

• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources Office.  Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidates’ professional references questions regarding employee misconduct, sexual violence, and sexual harassment. Reference checks must be conducted at a minimum with three professional references, at least one of which must be a prior supervisor.

Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks. 

In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information

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.