Executive Assistant to Dean

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Job Category:

Employment Type:

Job Profile:

Job Duties:

This position provides professional support of considerable complexity to the Grainger Dean of the College of Engineering, independently coordinating and prioritizing the work of the Dean's personal office including matters of a sensitive or confidential nature and provides a broad, yet specialized range of administrative services, project management and supervision.

Communicate extensively with numerous high-level professionals including the Provost's, Chancellor's, and other Deans' offices, as well as with administrators, departmental chairs, faculty and organizations outside of the university community, including state and federal agencies. Develop highly sensitive and confidential materials and compile data and summary reports to be utilized by the Dean in making decisions on sensitive or confidential matters relating to employer /employee relationships, strategy, alternative courses of action, and management policies. Provide a full range of administrative support for the Dean's daily
activities and provide a close communications link to the Associate Deans. Provide leadership and management of the team of executive assistants that provide professional support to the Executive Associate Dean, and the Associate Deans. Work is accomplished with a high degree of independent judgment and is characterized by nonrecurring and recurring projects.

Key Job Responsibilities:

• Develops and facilitates communications of varying complexity between various internal and external stakeholders

• Schedules logistics for meetings, conferences, and travel and organizes schedules for a leadership position with institution wide authority

• Manages the organization, auditing, security, and confidentiality of records and files

• Serves as the initial point of contact for the Dean. Provides back-up support for other executive assistant colleagues, as needed. Other office operational responsibilities may include managing keys and other duties as assigned.

• Compiles, screens, and evaluates correspondence and reports and recommends actions

• Serve as lead Executive Assistant and coordinate activities across other Executive Assistants in the Dean's office.

• Monitors budgets and reviews and approves expenditures

Department:

College of Engineering - Dean's Office

Compensation:

The starting salary for the position is $70,000, but is negotiable based on experience and qualifications.  

Required Qualifications:

• At least 2 years required, 5+ years preferred, experience scheduling and preparing meeting materials for an administrator.

• Experience serving as the initial point of contact for an administrative office, including answering phones and greeting visitors.

• Experience preparing and finalizing professional correspondence, including sending documents and handling electronic and paper filing.

• Experience working as a member of a team in a fast-paced environment.

Preferred Qualifications:

• Experience working in higher education administration.

• Experience with multiple virtual meeting tools.

• Experience using Microsoft Outlook to schedule in-person and virtual meetings with several attendees.

• Experience booking and managing travel and hotel arrangements, including using a purchasing card and managing reimbursements.

• A demonstrated ability to multi-task.

• A demonstrated commitment to building an inclusive, welcoming environment.

• A demonstrated ability to maintain discretion and professionally handle confidential information.

• Evidence of strong verbal and written communication skills, including the ability to proofread documents with a high level of accuracy.

• Evidence of leading a small team of administrative assistants.

Education:

Associate's degree preferred

How to Apply:

Applicants will be asked to upload a resume and cover letter outlining relevant qualifications and experience as it pertains to the required and preferred qualifications outlined in this job posting.

Contact Information:

Tricia Droes

droes@wisc.edu

608-890-1606

Institutional Statement on Diversity:

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.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

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, click here.

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.