Academic Affairs - Executive Assistant

  • Full Time
  • Madison

Website University of Wisconsin

JOB NO:276491-AS

JOB SUMMARY: The College of Engineering (CoE) at the University of Wisconsin-Madison seeks a dynamic professional to join the Academic Affairs team as an executive assistant. The Executive Assistant will be responsible for providing high-level administrative support to Associate and Assistant Deans in Academic Affairs. The person in this position serves as an initial contact in the Dean’s office and must exercise independent judgement and discretion. The responsibilities in this position span from greeting visitors, managing complex calendars, coordinating college level communications with academic departments to acting independently in carrying across various student actions. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

The academic affairs unit is a diverse and vibrant organization that includes academic advising, tutoring, career services, student leadership, scholarships, and student wellness. The academic affairs unit has a deep commitment to equity and inclusion and strives to provide outstanding service to the college’s students by embracing these values. As such, we strongly encourage applications from candidates who foster and promote these values.

RESPONSIBILITIES: Provides administrative support to leadership in a college or division of the institution in support of unit goals. Utilizes discretion and operates with minimal supervision.

  • 20% Schedules logistics for meetings, conferences, and travel and organizes schedules for a college or division leadership position
  • 20% Compiles, screens, and evaluates correspondence and reports and recommends actions
  • 20% Develops and facilitates communications of varying complexity between various internal and external stakeholders
  • 20% Manages the organization, auditing, security, and confidentiality of records and files
  • 10% Executes academic administrative functions for undergraduate students
  • 10% Ensures inclusion, diversity, and equity is central in all policies, hiring, and decision making; engages in practices that build inclusive teams; and promotes environments that are welcoming and inclusive
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

Associate’s Degree

Bachelor’s Degree

QUALIFICATIONS: A minimum of three years of experience in an administrative support role in a complex organization or direct experience with student records.

Excellent organizational skills with attention to detail.

Proficiency with frequently used computer programs (such as Outlook, Word and other Microsoft Office programs, meeting scheduling tools, and virtual meeting platforms) and an ability to quickly learn programs or platforms.

Strong oral and written communication skills and ability to interact professionally with different audiences (e.g., current and prospective students, families, faculty/staff, senior leaders, other members of the campus community, job candidates, and office visitors). Can effectively build and maintain effective working relationships.

Ability to independently organize and manage multiple projects or responsibilities, while closely tracking details and looking for ways to improve processes. Ability to interpret and implement complex policies and procedures.

Ability to take initiative, make independent judgements and set own priorities to meet the demands of the position and exercise independent judgement and discretion with confidential matters.

Excellent time management skills. Ability to work independently or collaboratively, manage multiple projects despite interruptions, and can adapt to ever-changing needs and priorities.

Demonstrates a commitment to creating an inclusive work environment.

WORK TYPE: Full Time: 100%

It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

SALARY: Minimum $50,000 ANNUAL (12 months)
Depending on 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. Benefits information can be found at
HOW TO APPLY: In order to be considered for this position, please upload your resume, cover letter and a list of references, as ONE PDF by the assured consideration date.
CONTACT: Beth Brandl
[email protected]
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

OFFICIAL TITLE: Executive Assistant I(AD010)
EMPLOYMENT CLASS: Academic Staff-Renewable
The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, 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 through diversity and encourage all qualified individuals to apply.

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website:

Employment will require a criminal background check. It will also require you and your references to answer questions regarding 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).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.

APPLICATIONS OPEN:MAR 21 2023 Central Daylight Time

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