Executive Assistant to the Chancellor and Vice Chancellor for Advancement
Deadline for Applications is 11/15/2020
Code: 16753 Posted: 10/28/2020
The University of Wisconsin-Parkside invites applications for the position of Executive Assistant to the Chancellor and Vice Chancellor for Advancement.
The Executive Assistant to the Chancellor and Vice Chancellor for Advancement, provides assistance, support and oversight of the daily administrative activities of the Chancellor’s office in order to ensure effective and efficient operation of the office. The position includes day-to-day management of the Chancellor’s Office/Suite: office budget; maintaining Chancellor’s and Vice Chancellor’s schedules; supporting Chancellor and Vice Chancellor with meeting preparations and follow up tasks; completion of special projects; writing/editing communications; and serves as the liaison between the Chancellor, Vice Chancellor and faculty and staff, students, alumni, elected officials, UW colleagues, and the public.
The person in this position must perform duties with minimum supervision, exercise motivation and initiative in decision-making; have the ability to exhibit creativity and self-direction with a capacity for independent work and multi-tasking as well as working as part of a team. Must possess the willingness to accept and lead change in a fast-paced office environment. Must be able to demonstrate good organizations skills, paying conscientious detail to priorities and tracking tasks delegated to Chancellor’s senior staff to meet deadlines. A positive, forward-focused, and friendly attitude must be maintained at all times. Working knowledge of UW-Parkside and UW System policies and procedures; functions; organization; and regulations are necessary. The position requires a high degree of confidentiality, responsibility and independence in completing responsibilities.
Essential Job Functions
- Communicate, handle and address incoming and outgoing communications (verbal, mail, electronic) on behalf of Chancellor and Vice Chancellor. Coordinate logistics and greeting of visitors to Chancellor’s and Vice Chancellor’s offices.
- Compose and prepare communications and correspondence for Chancellor and Vice Chancellor.
- Coordinate the Chancellor’s and Vice Chancellor’s heavy, intense and demanding calendar requests, including adding and editing events, teleconferences, routine meetings, confirming attendees, scheduling rooms, catering requests, and multi-media needs requiring interaction with both internal and external executives and assistants.
- Prepares reports, presentations and data; maintains files, records, and correspondence for meetings, events, initiatives and prepares final documents of Chancellor and Vice Chancellor approval (resolutions, actions, etc.) for governance groups (Faculty, Academic, University Staff and Students).
- Act as liaison between executive staff and constituencies that include vice chancellors, deans, external contacts, elected officials, alumni, organizations and donors. Act as liaison between the Chancellor and Vice Chancellor and subordinates by transmitting directives, instructions and assignments. Keep Chancellor and Vice Chancellor briefed on actions taken on his/her behalf.
- Serve as a liaison between Chancellor, Vice Chancellor and all constituents: Regents, UW System President and other UWSA administrators, state and local government officials, area legislators, administration, faculty, academic staff, university staff, students, parents, alumni, other higher education constituents, and local and regional business partners.
- Complete financial operations and purchases in accordance with UWS fiscal policy and maintain budgetary records.
- Recruit, hire, train, supervise, mentor, and evaluate Office of the Chancellor student employees.
- Arrange travel, accommodations, itineraries, and all correspondence related to travel arrangements as needed for the Chancellor and Associate to the Chancellor (spouse/partner) and Vice Chancellor.
- Plan, organize and implement meetings, University events, donor gatherings, receptions, business events, and University gatherings at Chancellor’s residence.
- Prepares information and research executive needs.
- Oversee Foundation Graduate Assistant in daily operations for UW-Parkside Foundation including, develop and schedule Board annual meeting calendar; prepare meeting agendas and packets; generate meeting minutes.
- Receive Foundation checks from donors and prepare weekly deposits; prepare bi-monthly Foundation disbursement requests and distribute accordingly; prepare Foundation ACH transfers to and from Foundation investment accounts.
- Act as a liaison to help foster stewardship and partnership between the University and the UW-Parkside Foundation.
- Performs other duties as assigned.
Essential Knowledge And Abilities
- Self-directed and ability to work without supervision.
- Ability to anticipate needs of executive staff.
- Ability to think critically and problem solve.
- Ability to organize and manage large amounts of files, tasks, schedules, and information.
- Ability to perform all clerical duties, answer phone and email inquiries, and direct requests to appropriate departments as necessary.
- Comfortable in both a leadership and team-player role.
- Willingness to make and act upon sound suggestions.
- Ability to organize and prioritize work while being responsive to University personnel.
- Integrity in dealing with colleagues, students, vendors, external stakeholders, and management.
- Punctuality, attendance, effective use of time, and willingness to work extra hours when necessary.
- Maintaining confidentiality of sensitive information.
- Willingness to assist with special projects and other duties as assigned.
- Bachelor’s degree.
- Three to five years’ prior experience in mid-to-senior-level administration, higher education, management, or related field.
- Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, SharePoint, Excel, and Adobe Acrobat Pro DC); scheduling appointments/updating calendars a must.
- Proficient knowledge and demonstrated experience with virtual technology, including WebEx, WebEx Events, Zoom, and Microsoft Teams.
- Proficient knowledge and demonstrated experience with board management software (OnBoard) and customer relationship management software (Raisers Edge)
- Excellent written and verbal communication skills.
- Able to concentrate on multiple issues/tasks at once.
- Excellent management and prioritization skills.
- Strong customer service skills.
Salary and Benefits
Commensurate with qualifications and experience.
The University of Wisconsin System provides a liberal benefits package, including participation in a state pension plan.
Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/summaries/fasl.pdf
Total Compensation Estimator: https://www.wisconsin.edu/ohrwd/benefits/totalcomp/
HOW TO APPLY:
Applications must be submitted electronically through our employment portal. If you need additional assistance you may contact Human Resources at (262) 595-2204. Hours 8:00am-4:30pm Monday-Friday.
STEP 1: Please select the applicable link below:
External Applicants: (NOT currently employed by the University of Wisconsin System)
Internal Applicants: (Currently employed by the University of Wisconsin System)
STEP 2: Submit application materials
Please be sure to complete all required fields and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. All materials must be added at one time, once submitted you may not edit/add to profile. Please include the following documents:
Your application will not be considered complete until all required documents are attached and all required fields are completed.
Please be sure you have included:
- Cover Letter outlining your qualifications for the position
- Names and Contact information for three professional references
Applications received by Sunday, November 15, 2020 are ensured full consideration; position is open until filled.
You must select "SUBMIT". Selecting "Save" will not forward your application materials to the search committee.
Please be sure to complete all required fields and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials.
In instances where the Review Committee is unable to ascertain from a candidates application materials whether she/he meets all of the required qualifications, or if all of the application materials are not submitted, they will be evaluated as not meeting such qualifications and may be excluded from further consideration.
Legal Notices and Important Information
Employment will require a criminal background check in accordance with the Wisconsin Fair Employment Act. It will also require you and your references to answer questions regarding sexual violence and sexual harassment. (see TC1 - App. 4 and p. 12)
Note: Criminal Background Check – The Department of Workforce Development, Equal Rights Division prohibits employers from using criminal background check information, policies or practices that have a “disparate impact” and is not “job-related and consistent with business necessity” in hiring decisions. All information used to screen or hire job applications should relate to the duties of the job.
UW-Parkside is an AA/EEO employer: All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status. Individuals from diverse backgrounds are encouraged to apply.
It is the policy of UW-Parkside to provide reasonable accommodations to qualified applicants with disabilities. If you need assistance or accommodation in applying because of a disability, please contact the Office of Human Resources at 262-595-2204. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual’s disability.
In compliance with the Clery Act of 1998, the University of Wisconsin Parkside Crime Statistics Report is available here. Call the UW-Parkside Campus Police Office at (262) 595-2455 for a paper copy of the annual report.
Transcripts will be required upon hire.
Available Until: 11/16/2020