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Job Category:
Academic Staff
Employment Type:
Regular
Job Profile:
Executive Assistant I
Job Summary:
This position provides direct, high-level administrative support to multiple associate deans in the College of Agricultural and Life Sciences (CALS) and provides program-level and office support for the CALS Office of the Dean and Director to ensure smooth and efficient operations.
The position will involve independently coordinating, scheduling, and maintaining the associate deans' electronic calendars, organizing and staffing committee meetings, and providing programmatic support to the associate deans and to the office. The position will serve as a point of contact for the associate deans and the office and will use discretionary judgement to independently respond to inquiries. This position requires a strong communicator with proven interpersonal skills, who can establish and maintain effective working relationships and exhibit a customer service-oriented attitude in interactions with visitors, faculty, staff, and students.
The individual in this position will be privy to sensitive discussions at the senior leadership level, and as such, must appropriately ensure confidentiality in all interactions.
A successful candidate will thrive in a fast-paced office environment, manage multiple tasks, and adapt to changing priorities. An ideal candidate should be able to take initiative while exercising good judgement and discretion and have a track record of being able to work both independently and as part of a team. Ideally, this individual will be able to use their strong attention to detail, and familiarity with a wide array of office tools, to approach administrative tasks with a solutions-oriented mindset. Previous executive assistant experience is not required.
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
- Schedules logistics for meetings, conferences, and travel and organizes schedules for a college or division leadership position
- Monitors budgets and reviews and approves expenditures
- Compiles, screens, and evaluates correspondence and reports and recommends actions
Department: CALS Office of the Dean and Director
Compensation: The anticipated salary range for this position is $60,000 - $70,000. However, final salary will depend on experience and qualifications. Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Additional benefits information can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/fasl.pdf
Required Qualifications:
- Providing administrative support to internal and external customers and stakeholders (e.g., responding to inquiries, technical support, ensuring follow-up and follow-through, planning and support for visitors, adaptability, communicating with program participants)
- Organizational and time-management skills that include multi-tasking, prioritizing, and meeting deadlines. Include the methods you apply and/or the approach you take to manage your time
- Experience using email, word processing, spreadsheets, databases, Google suite (sheets, docs). Describe the tasks you've performed using the software
- Calendar management (planning, organizing, and coordinating the schedules of others)
- Scheduling, coordinating, and communicating with participants for in-person and virtual meetings (Teams, Zoom, Doodle, etc.). Describe the depth of your experience using meeting polls and scheduling platforms
Preferred Qualifications:
- Managing travel arrangements
- Event planning (e.g., budget; agenda; develop content; prepare materials)
- Monitoring expenditures, purchasing, and budget management
Additional information:
- Criminal Background Check may be required
- 1-year Evaluation period may be required
Education: Associate’s Degree - Preferred
How to Apply:
To apply for this position, please click on the "I am a current employee" button or "I am not a current employee" button under Apply Now. You will be prompted to upload the following documents.
Please note, there is only one attachment field. You must upload all your documents into the one attachment field.
Finalists will be asked to provide contact information (phone and email) for three references, one of which must be a current or former supervisor. References will not be contacted without prior notice.
It’s important that your cover letter and resume reflect your experience for this position related to the Qualifications section. Your application materials will be used during our evaluation to determine your qualifications as they relate to the job. The most qualified applicants will be invited to participate in the next step of the selection process.
Please note that successful applicants are responsible for ensuring their 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 need of employer sponsorship) on or before the effective date of the appointment. University sponsorship is not available for this position.
Contact Information:
Madeilene Hoffman, HR Generalist
madeilene.hoffman@wisc.edu or call 608-265-2951
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
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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).
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