Executive Assistant II - Office of the Provost - Academic Affairs

This position provides executive administrative assistance and office support for the Office of the Provost at the University of Wisconsin-Whitewater. The Academic Staff role reports to the Associate Provost and offers regular in-person administrative support.

Responsibilities

• Coordinates and manages complex scheduling, meetings, conferences, and travel arrangements for Academic Affairs leadership, including the Associate Provost and Provost, exercising discretion in prioritizing competing demands and institutional priorities.
• Reviews, prioritizes, and responds to correspondence, inquiries, and reports; researches issues and recommends appropriate actions and follow-up to Academic Affairs leadership, including reporting related to leadership initiatives and the university strategic plan.
• Independently interprets reporting requirements; reviews, prepares, edits, and submits institutional reports and documentation to Universities of Wisconsin Administration while ensuring accuracy, completeness, and compliance with established policies and deadlines.
• Develops and facilitates communications of varying complexity between internal and external stakeholders, including matters related to Academic Affairs awards, promotion and tenure decisions, leaves of absence, and sabbaticals.
• Provides planning and administrative support for Provost Office and other Academic Affairs recruitment and hiring activities in accordance with established Human Resources policies and procedures.
• Coordinates administrative processes associated with faculty and academic staff personnel actions and provides guidance regarding established Academic Affairs procedures, deadlines, and documentation requirements.
• Maintains faculty qualification documentation; monitors hiring and personnel actions for compliance with instructional qualification requirements; maintains confidential records and personnel files in accordance with Universities of Wisconsin policies; and preserves records for operational, historical, and audit purposes.
• Manages processes related to faculty promotion, tenure, post-tenure review, academic staff promotion, sabbatical administration, Academic Affairs leadership comprehensive evaluations, and other faculty personnel actions.
• May provide specialized administrative support in areas including academic budget administration, curriculum review and approval processes, curriculum management, academic planning, or other Academic Affairs operational functions based on departmental needs.
• Provides planning and logistical support for Provost Office events, including creating and managing webpage updates, announcements, and invitations.
• Assists with other projects and activities as necessary to support the successful operation of the office and collaborates with other office staff to ensure uninterrupted service.

Requirements

• High school diploma or equivalent.
• Knowledge of and experience with standard office methods and procedures.
• Excellent oral and written communication skills appropriate for an executive office in higher education.
• Ability to work collaboratively and flexibly in a team environment.
• Ability to work independently and establish priorities to meet the demands of the position.
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and other software used to schedule and organize meetings, manage records, and prepare reports and presentations.

Preferred Qualifications

• Associate's or bachelor's degree.
• Experience supporting executive-level or senior leadership offices.
• Experience working with faculty personnel processes, academic curriculum processes, and/or budget management in higher education.
• Ability to organize complex work and effectively manage multiple priorities.
• Ability to establish and maintain effective working relationships with internal and external stakeholders, including a diverse faculty, staff, and student population.
• Ability to work occasional evening or weekend hours as needed.

Skills

• Ability to interact respectfully with people with diverse socioeconomic, cultural, and ethnic backgrounds.
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills.

Benefits

UW System employees receive an excellent benefit package. Learn more about the UW System's comprehensive benefit package.

Pay

Well-qualified candidates can expect a starting annual salary within the range of $49,000 - $55,000, commensurate with the candidate's education, related experience, and qualifications.

About the University

UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university’s 11,500 students at its main and Rock County campuses. The team provides high-impact practices and academic programs — online and in person — from associate to doctoral levels.

Recognized nationally for affordability, inclusion, and career development, UWW serves approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university’s arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities — a priority mission since the 1970s.

UW-Whitewater's campuses are located centrally near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin’s Park Place.