Job Summary:
Come join our amazing team! We are looking for an experienced Executive Assistant to manage the administrative functions of the office of the Associate Vice Chancellor for University Housing.
The Executive Assistant is the main point of contact for the office of the Associate Vice Chancellor for University Housing and provides overall executive support to the Associate Vice Chancellor. This position exercises a high level of administrative, problem-solving, and analytical abilities, and is responsible for facilitating communications for and managing the administrative operations of the office of the Associate Vice Chancellor for University Housing.
Everything we do in University Housing is to ensure the success of our residents, guests, customers, and employees in their experience on this campus and beyond. Whether we're launching new academic support services, testing out a new recipe, renovating resident rooms, organizing welcome events, inviting a new summer youth camp, cleaning our facilities, or training our staff on new work skills, it's all done to serve our residents and to support the mission of UW-Madison.
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
- 25% Develops and facilitates communications of varying complexity between various internal and external stakeholders
- 15% Manages the organization, auditing, security, and confidentiality of records and files
- 10% Monitors budgets and reviews and approves expenditures
- 10% May hire, train, and supervise student and/or full-time employees
Tasks:
- Assists recruitment efforts by answering procedural questions, scheduling interviews, corresponding directly with candidates.
- Promotes and role models exceptional customer service.
- Provides administrative support for divisional leadership.
- Provides support and assists as needed in the implementation of plans and procedures in the event of an emergency.
- Represents University Housing on divisional and campus-wide committees as assigned.
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
Education:
Preferred
Associate's Degree
Qualifications:
Required:
- Five (5) years of experience providing administrative support, or equivalent experiences that demonstrate the key knowledge, skills, and abilities required below.
Required Knowledge, Skills and Abilities:
- 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 the utmost discretion and confidentiality
- Demonstrated ability to anticipate issues and develop proactive solutions
- Ability to manage schedules, prepare reports, and coordinate meetings
- Strong ability to compile, analyze, and interpret data and reports
Preferred:
- Experience supporting senior leadership in a higher education or similar setting.
Work Type:
Full Time: 100%
It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.
Appointment Type, Duration:
Ongoing/Renewable
Salary:
Minimum $66,000 ANNUAL (12 months)
Depending on Qualifications
This is a full-time appointment. The starting annual salary is $66,000 or higher based on qualifications and includes a competitive retirement and benefits package.
Additional Information:
Primary schedule is 7:45am to 4:30pm, Monday through Friday. Schedule will be determined upon hire. Schedule alterations as operations and position expectations demand.
Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of employer sponsorship) on or before the effective date of appointment.
University Housing may communicate with you about your application status using a text messaging service. To opt-out please reply "STOP" to text messages received or contact University Housing HR at hr@housing.wisc.edu or 608-262-2766. Message and data rates may apply.
How to Apply:
Please submit a cover letter and resume within the online application system. Both your cover letter and resume should reflect your experiences related to qualifications listed for the position.
Online applications must be received by 11:55pm on the deadline listed. We are unable to consider incomplete application materials.
Contact:
Dani Joens-Tuttle
hr@housing.wisc.edu
608-262-2766
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Executive Assistant I(AD010)
Department(s):
A85-UNIVERSITY HOUSING/DIV ADMIN/DIRECTOR OFC
Employment Class:
Academic Staff-Renewable
Job Number:
313176-AS
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 Division 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.
Employment may require a criminal background check. It may 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.
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University of Wisconsin Madison
$66,000 ANNUAL (12 months)
May 13, 2025