Executive Assistant Student Affairs - Student Affairs

Executive Assistant for Student Affairs

Position Summary:
The Division of Student Affairs at the University of Wisconsin-Whitewater seeks an Executive Assistant I (AD010) to perform sensitive, confidential duties for the Vice Chancellor and Assistant Vice Chancellor for Student Affairs. The incumbent will provide comprehensive administrative support, manage the Office of Student Affairs, and facilitate divisional communications and events.

• Perform sensitive, confidential duties for the Vice Chancellor and Assistant Vice Chancellor for Student Affairs.
• Assist in crisis management issues and provide executive assistance related to administrative responsibilities.
• Schedule meetings and appointments; supervise travel, transportation, and lodging arrangements for numerous conferences and meetings.
• Coordinate logistics for special events and assist with venue and accreditation coordination.
• 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 or recommendations for immediate attention.
• Compose and process accurate, professional correspondence (confidential or non‑confidential) for internal and external responses.
• Respond to telephone, written, and in‑person inquiries, providing authoritative information and ensuring compliance with policies.
• Answer questions regarding the Division and interpret Division policies and procedures for the public, faculty, students, or other University employees.
• 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 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‑keeping.
• Develop and maintain Division personnel files and manage all personnel transactions, maintaining confidential records.
• Advise the Vice Chancellor and Assistant Vice Chancellor on personnel or other issues requiring attention.
• Develop and monitor the evaluation process for the Division’s unclassified/university staff.
• Serve as Talent Acquisition Coordinator for Division and University searches, screening 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, including an inventory of supplies, office equipment, and repairs.
• Purchase office supplies and larger equipment, and coordinate travel/compensation for guest speakers.
• Monitor and reconcile the Office budget.
• Develop and maintain a secure and accurate filing system; create and maintain meeting binders, files, and correspondence.
• Oversee printing and publication of documents; maintain and update the Division website.
• Perform special projects as assigned by the Vice Chancellor and Assistant Vice Chancellor.
• Review and verify various forms for completeness, accuracy, and conformity to internal regulations.

• 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 internal and external stakeholders.
• Manages the organization, auditing, security, and confidentiality of records and files.
• Schedules logistics for meetings, conferences, and travel; organizes schedules for college or division leadership positions.

• Associate’s Degree.
• Strong interpersonal and written communication skills; ability to interact effectively with a wide range of people and stakeholders.
• Experience with bookkeeping, data management, and Microsoft Excel.
• Experience reconciling financials and budgets in Workday.
• Demonstrated crisis management skills and ability to handle sensitive, confidential information.
• Ability to independently find answers to constituent and staff questions or concerns.
• Attention…