Executive Assistant II (Wage Posted Updated Review Date)

Recruitment Number 1527 Number of Vacancies 1 Working Title EXECUTIVE ASSISTANT II (Wage posted updated review date) Classification Title Executive Assistant II Proposed Salary to be Offered $60,000 / year Appointment Percentage (Budget) 100 Position Summary

Provides administrative support for a leadership position with institutional influence and oversight (Chancellor, Vice Chancellor, Associate Vice Chancellor, and/or Provost, as defined by the institution). Utilizes discretion and operates independently with minimal supervision.

The Executive Assistant to the Vice Chancellor of Administration and Finance performs a variety of specialized, complex, and confidential administrative assistance duties of the highest level of responsibility, confidentially, and sensitivity for the Vice Chancellor as well as manages many of the day-to-day administrative operations of the Office of Administration

Serves as a point of direct administrative contact and liaison with other UWL offices, individuals, external institutions, and state/federal agencies on a range issues.

Coordinates correspondence and approvals associated with Universities of Wisconsin and the State of Wisconsin as needed.

Organizes and facilitates meetings, conferences, and other special events.

Greet, screen, and direct visitors (both scheduled and unscheduled) dealing with both administrative problems and inquiries as appropriate.

Screens and handles telephone communications for the office dealing with both administrative problems and inquiries as appropriate.

Organize and manage the Vice Chancellor's appointment calendar and schedule, make and arrange travel and other relevant arrangements.

Prepare and edit correspondence relative to administrative activities. Independently composes correspondences involving complex, sensitive, and non-routine matters.

Relieve Vice Chancellor of a variety of administrative matters and serves as confidential, executive assistant. Assesses importance of issues or conflicts, applies relevant policy, and briefs supervisor. Performs other duties as assigned by Vice Chancellor.

Assists Director of Administrative Services with scheduling of meetings, UPASS, textbook and supply ordering, process procurement actions through various UWL and UW System software/systems including ShopUW+, as well as other administrative duties as needed.

Maintain departmental website and divisional organizational charts.

Manage the scheduling of annual budget hearings for the Budget Office.

Update and organize files, including maintaining and securing files sensitive in nature. Collect data necessary to maintain reports.

Monitor and manage office budget to meet expenditure controls.

Takes on special projects as needed.

Position Type Staff/Administrative Pay Basis Annual FLSA Exempt Contingent Upon Funding No Is this position eligible for employment sponsorship, (H1B or PERM)? No Required Qualifications

• Associate's Degree

• Experience working at an institution of higher learning

• Evidence of strong time management and attention to detail

• Evidence of strong oral and written interpersonal skills

• Evidence of ability to maintain confidential material

• Evidence of strong ability and willingness to adapt to change

• Possess computer skills including proficiency with Microsoft Word, Excel, and PowerPoint

Preferred Qualifications

• Bachelor's Degree

• Experience working at UWL

• Knowledge and/or experience of multiple units within a higher education institution

• Evidence of the ability to work with multiple constituents with a wide range of personal and professional backgrounds (students, faculty, staff, alumni, donors, community partners, etc.)

Physical Demands

Reasonable Accommodations

UWL provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability.

If you need assistance or accommodation in applying because of a disability, please contact hrinfo@uwlax.edu or 608.785.8013. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

All position descriptions are required to provide physical demands and working condition/environment and may not be published in the job announcement. For information on the physical demands and/or working conditions/environment for this position, please contact Human Resources at hrinfo@uwlax.edu or 608.785.8013.

Working conditions and environment

Office setting

Miscellaneous Information

Information about your Benefits

Your benefits add an additional 40%+ to the overall financial package from the university.

Highlights include:

• paid vacation for 12-month positions.
• excellent flexible health insurance with low co-pays and good coverage.
• paid holidays and sick days.
• after 5 years of employment, you become vested in our retirement system which ensures income post-career.
• benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.

Benefit eligibility is determined at point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

Information about UWL and the Surrounding Region

The University of Wisconsin-La Crosse (UW-La Crosse) provides a challenging, dynamic, and diverse learning environment in which the entire university community is fully engaged in supporting student success. Grounded in the liberal arts, UW-La Crosse fosters curiosity and life-long learning through collaboration, innovation, and the discovery and dissemination of new knowledge. Acknowledging and respecting the contributions of all, UW-La Crosse is a regional academic and cultural center that prepares students to take their place in a constantly changing world community.

For more than a decade UW-La Crosse has been named one of Kiplinger's 100 Best Values in Public Universities and has appeared prominently on the U.S. News & World Report list of "America's Best Colleges" for more than 15 years, and is ranked #4 on its list of the Best Regional Public Universities in the Midwest.

With a student population of roughly 10,500, the university offers 91 undergraduate programs, 21 graduate programs, and 2 doctoral programs through the following three colleges, the College of Arts, Social Sciences, and Humanities, the College of Business Administration, and the College of Science and Health, as well as the School of Education. There are over 600 full-time faculty and instructional academic staff, 75 percent of whom hold terminal degrees. UW-La Crosse boasts a retention rate (freshmen returning as sophomores) of 84 percent, graduation rate (degree within six years) of 70 percent, and is among only 12 institutions cited nationally by the American Association of State Colleges and Universities for its success in linking campus culture and university leadership to outstanding graduation rates.

UW-La Crosse's strategic plan Sustaining Excellence continues to move our community forward through its four pillars: increasing community engagement, achieving excellence through equity and diversity, investing in our people, and advancing transformational education. More information about the ongoing work of Sustaining Excellence is available at www.uwlax.edu/info/strategic-plan.

The UW-La Crosse campus is in southwestern Wisconsin, nestled in a residential area of the City of La Crosse and positioned as part of a larger metro area with a population close to 140,000. The area, known as the 7 Rivers Region, is famous for its exceptional natural beauty which includes the Mississippi River on one side, majestic bluffs on the other, and views of rolling farmland and forested valleys in between.

Abundant water, woodlands and varying terrain provide ample opportunities for year-round outdoor recreation. Only a couple of hours from Minneapolis or Madison, La Crosse enjoys the affordability and charm of small town living with larger city benefits. Three colleges, two world-class medical institutions, the La Crosse Symphony Orchestra, a restored nineteenth century downtown business district, and a number of galleries and art centers have made La Crosse a regional center for culture, entertainment, medical care, shopping, sports and recreation.

More information about the La Crosse metro area can be found here: Choose La Crosse.

Learn more about UW-La Crosse here: https://www.uwlax.edu/human-resources/services/talent-acquisition-and-employment/finalist-welcome/

AA/EO Statement

The University of Wisconsin-La Crosse is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWL, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

DEI Statement

UW-La Crosse's diversity and inclusion efforts are guided by our adherence to Inclusive Excellence. We define Inclusive Excellence as "… our active, intentional and ongoing commitment to bridge differences with understanding and respect so all can thrive." The goals of Inclusive Excellence are to increase the retention of diverse faculty, staff and students while encouraging a campus climate that is inviting and welcoming to all.

UW-La Crosse strives to promote acceptance of all facets of diversity from racial/ethnic diversity to diversity of thought and experience. UW-La Crosse ranks 6th nationally among the Top LGBTQ-Friendly Colleges for 2018-19 by AffordableCollegesOnline.org (ACO).

Annual Security and Fire Safety Report (Clery Act)

For the UWL Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://www.uwlax.edu/police/annual-security-report/ or contact the University Police Department at 608.785.9000.

Redbook Position Yes Division/College Administration and Finance Division Description of College / Department / Program / Division / Unit

The Office of Administration and Finance provides a challenging and dynamic work environment for professionals to serve the diverse stakeholders of the university. As part of an institution of learning, we encourage the personal and professional growth of our staff by providing engaging projects and development opportunities.

The Division of Administration and Finance is committed to providing quality campus services to faculty, staff, students, and external constituencies to support the university's mission of teaching, research, and public service. The division includes Facilities Management, Planning & Construction, Budget, Business Services, Human Resources, Information Technology Services, and Police & Parking Services.

Duties/Responsibilities

These are the job duties required for the position.

Posting Detail Information

Posting Detail Information

Posting Date 07/01/2024 Continuous Recruitment Yes Continuous Recruitment First Review Date 08/01/2024 Close Date Special Instructions

Application deadlines

TO ENSURE CONSIDERATION: Priority consideration is given to those candidates who apply by the listed 'First Review Date'. Applications received after that date may be given consideration at the discretion of the search committee.

Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Confidentiality of Applicant Materials

UWL is a state agency and subject to Wisconsin's Open Records Law. UWL will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Position Contact Name Robin Tuxen Position Contact Email rtuxen@uwlax.edu