Executive Assistant I

The School of Education is a unique school made up of ten diverse academic departments, three major research units, and many outreach and support units, all known for their dedication to high-quality outcomes and their desire to positively impact our world. The Dean's Office is seeking a highly organized and proactive Executive Assistant to support the Dean's Office senior leadership.

Reporting to the Associate Dean for Strategy and Innovation, this position will act as the main point of contact and provide overall executive support to the Dean's Office within the School of Education. The successful candidate will be responsible for managing day-to-day administrative operations, facilitating communication, and ensuring the smooth running of the executive office.

This position will:
-Provide comprehensive administrative support to Dean's Office staff.
-Manage calendars, schedule meetings, and coordinate travel arrangements.
-Prepare and review documents, reports, and presentations for executive meetings.
-Handle incoming communications, including emails, walk-in visitors, phone calls, and virtual meetings/set-up, and respond appropriately.
-Organize and facilitate meetings, including preparing agendas, taking minutes, and coordinating catering.
-Assist with special projects, research, and compiling data as needed.
-Maintain confidential files and records, ensuring data security, accuracy, and accessibility.
-Oversee some HR functions and manage purchasing/expenditures for the Dean's Office.
-Coordinate and liaise with internal and external stakeholders.
-Perform other administrative duties as needed by senior leadership.
-Supervise student workers.

The person in this role will need to have a comprehensive knowledge of office management and administrative functions. Excellent verbal and written communication skills, project management skills, and interpersonal skills needed to interact professionally with diverse groups of people, such as senior staff, faculty, administrative staff, students, and visitors, are required for this role. To be successful in this position, candidates will be able to provide a high level of attention to detail and be able to adapt to changing priorities in a fast-paced, high-traffic environment.

• 25% Schedules logistics for meetings, conferences, and travel and organizes schedules for a college or division leadership position
• 15% Compiles, screens, and evaluates correspondence and reports and recommends actions
• 20% Develops and facilitates communications of varying complexity between various internal and external stakeholders
• 10% Manages the organization, auditing, security, and confidentiality of records and files
• 15% Monitors budgets and reviews and approves expenditures
• 5% Assists with department hiring, payroll, time approval, and some human resource functions in collaboration with Divisional HR staff as needed.
• 5% Hires, supervises, and schedules student assistants for the Dean's Office.
• 5% Works on projects and other administrative tasks as assigned by Dean's Office senior leadership.

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

Preferred
Bachelor's Degree

Experience Requirements:
-One year of providing administrative support to a department, institution, or senior leader is required.

Knowledge, Skills and Abilities Required:
-Working knowledge of Microsoft Office Suite
-Ability to respond to customer service needs to a variety of stakeholders.
-Excellent verbal and written communication skills.
-Strong organizational skills to manage multiple tasks and priorities quickly and efficiently
-Ability to handle sensitive information with discretion.

Experience Preferred:
-Experience working at a higher education institution is preferred.

Full Time: 100%

This position requires work be performed in-person, onsite, at a designated campus work location.

Ongoing/Renewable

Minimum $65,000 ANNUAL (12 months)
Depending on Qualifications
Compensation will be commensurate with education and experience. UW Madison offers a robust benefits package including health, vision, dental, and life insurance, as well as generous paid time off and retirement plans.

If you need to request an accommodation because of a medical condition or disability during the recruitment process, please email education-HR.DDR@education.wisc.edu and one of our Division Disability Representatives will contact you.

To apply, please upload a copy of your resume, cover letter, and the contact information for three professional references. References will not be contacted without prior notice to the candidate(s).

For any questions regarding this recruitment, please reach out to arrecker@wisc.edu.

A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment.

Lexi Recker
arrecker@wisc.edu
608-264-1492
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Executive Assistant I(AD010)

A17-SCHOOL OF EDUCATION/GEN ADMIN/DEAN'S OFFICE

Academic Staff-Renewable

310396-AS