Executive Assistant
Full Time
River Falls, WI 54022
Posted Today
Job description
Applicants are required to apply online. UWRF will not consider paper, emailed or faxed applications. Applicants are required to provide:
- Resume
- Letter of interest specifying qualifications and experience (cover letter)
- Names, addresses, telephone numbers and email addresses of at least three references who can specifically comment upon your experience and professional preparation (references)
Inquiries should be addressed to:
Wes Chapin
Wes Chapin
Search Chair
wes.chapin@uwrf.edu
Deadline to Apply: Initial review of applications will begin upon receipt. For full consideration, applicants should submit all required materials by June 4, 2023.
UW-River Falls does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources at 715-425-4941.
Posting Details
Position Information
UW - System Position Title
Executive Assistant I
Business Title
Major Department Code
Division of Academic Affairs
Appointment Type
Academic Staff-Fixed Term Renewable
FLSA Status
Exempt
FTE (Percentage of Appointment)
100
Typical Working Schedule
Typically 7:45 a.m. – 4:30 p.m. Monday-Friday.
Position Summary
Reports to and provides primary administrative support to the Associate Provost/Associate Vice Chancellor (AVC) in the areas of organization, communication (including website design and maintenance), budget and non-budget record keeping and reconciliation, and clerical needs that directly support the areas of responsibility for the Office of the AVC. The position also requires coordination with the Office of the Provost for specific activities.
Responsibilities
General office management and administrative assistance (40%)
Develops and facilitates communications of varying complexity between various internal and external stakeholders (e.g., student, staff, faculty and community questions; public programs and general information; liaise with other university offices, check shared email boxes and reply/forward as appropriate)
- Develop, prepare, and maintain files of forms, procedures, policies, and correspondence for maximum efficiency and easy retrieval of information.
- Assist with web pages, marketing, and communication (e.g., design and maintain web pages, publicity posters, brochures, and bulletin boards for programs).
- Utilize appropriate versions of education-related technology used at UWRF, such as eSIS, BPLogix, and WISER.
- Scan and copy materials.
- Assist with the maintenance of a professional office complex (e.g., update phone and office directory, organize, clean, etc.).
- Schedules logistics for meetings, conferences, and travel and organizes schedules for a college or division leadership position
- Compiles, screens, and evaluates correspondence and reports and recommends actions (e.g., incoming mail, draft letters)
- Notify Associate Provost of staff absences.
- Process requests for approval of off-campus activities as university-sanctioned events.
- Coordinate office set up for new staff. In addition, assist new staff in orientation to procedures and routines of the office and the university.
- Manages the organization, auditing, security, and confidentiality of records and files.
Recruit, hire, train, and supervise student employees (5%)
- Recruit, interview, hire, train and, if necessary, terminate work study and student assistants, and assemble the necessary paperwork and tax forms for Human Resources.
- Schedule student employees for necessary office coverage and maintain compliance with budgeted allotments.
- Set up access for students to select department server drives and folders with the Department of Technology Services.
- Assist as needed with student appointments in the Student Payroll System.
- Train student employees to use copy machine, deliver/distribute mail, and to operate telephone and voicemail systems, and general office duties.
- Write letters of recommendation/serve as reference for student employees upon request.
- Establish and communicate student work guidelines and timeframes for completion of tasks, and monitor performance (e.g., maintain and monitor checklists of regular and special tasks assigned to and completed by student employees, and their hours, and approve their time).
Analyze and monitor budgets (5%)
- Monitors budgets and reviews and approves expenditures, maintaining accurate electronic records of expenditures, reimbursements, encumbered funds (i.e., financial commitments for each year), and chargebacks (e.g., spreadsheets using WISDM and other charges, such as credit card orders).
- Order supplies and maintain inventory.
- Present monthly analyses of budget projections.
- Work with the Associate Vice Chancellor to assess departmental needs for equipment and services.
- Reconcile end of fiscal year budget.
- Compile and archive documents for financial audits.
Support Program Areas (40%)
A.
Faculty/Academic Staff and Development Board (
FASDB
)
- Maintain electronic records (e.g., using excel spreadsheet) for each grant, and create related charts and tables associated with this data.
- Process expense reports, checking for basic requirements.
- Produce materials (e.g., applications, website pages, communications, minutes for meetings) for the FASDB, and ensure that the FASDB and its committee have proper correspondence and materials for review.
B.
Graduate Studies
- Support implementation of graduate policies (e.g., processes for scheduling examinations).
- Maintain files of graduate studies materials and information.
- Assign graduate faculty members to student committees and facilitate student, adviser and committee appointment notification and procedures relating to graduate examinations.
- Process and provide appropriate verification for graduate theses, research papers, and capstone experiences, including student deposits, thesis binding, and MINDs, and support their submission.
- Review and ensure accuracy and availability of graduate studies information, policies and procedures online.
C.
International Education
- Provide support for processing payroll, ordering, and related tasks.
D. Program Improvement, Program Review, and Assessment
- Assist in collecting, tracking and electronically filing academic program improvement, program review, and assessment reports and information.
E.
Other Duties as Assigned (10%)
- This includes periodically assisting with activities related to other units reporting to the Associate Provost.
Knowledge Skills and Abilities
Required
- A thorough knowledge of Microsoft Office Suite
- Ability to serve as an effective first point of contact for the Associate Provost’s Office
- Excellent verbal, written, and interpersonal skills
- Ability to budget, track spending, and make purchases responsibly
- Ability to maintain strict office confidentiality and the confidentiality of office-related correspondence and other information
- Ability to process telephone, email requests and office traffic in a timely and efficient manner
- Ability to supervise student workers
- Ability to work independently, as well as part of a collaborative team
- Either experience creating, managing, and updating webpages or willingness to learn
- Either experience using education-based software, such as eSIS, BPLogix, and WISER or willingness to learn
Preferred
- Ability to design, help maintain, and use databases
- Associate’s Degree
Posting Detail Information
Posting Number
AAF00840
Number of Vacancies
Desired Start Date
06/25/2023
Position End Date (if temporary)
Open Date
05/15/2023
Closing Date
Applicant Review Date
06/05/2023
Open Until Filled
Yes
Special Instructions to Applicants
Applicants are required to apply online. UWRF will not consider paper, emailed or faxed applications. Applicants are required to provide:
- Resume
- Letter of interest specifying qualifications and experience (cover letter)
- Names, addresses, telephone numbers and email addresses of at least three references who can specifically comment upon your experience and professional preparation (references)
Inquiries should be addressed to:
Wes Chapin
Wes Chapin
Search Chair
wes.chapin@uwrf.edu
Deadline to Apply: Initial review of applications will begin upon receipt. For full consideration, applicants should submit all required materials by June 4, 2023.
UW-River Falls does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources at 715-425-4941.
Legal Notices
EEO/AA Statement
UW-River Falls is an equal opportunity, affirmative action employer subject to all state and federal regulations pertaining to non-discrimination based upon sex, gender identity or expression, sexual orientation, race, color, national origin, religion, disability, marital status, age, arrest and/or conviction record, veteran or military status. All persons, especially women, minorities, veterans, and persons with disabilities are encouraged to apply.
Employment is subject to federal laws that require verification of your identity and legal right to work in the United States as required by the Immigration Reform and Control Act.
Confidentiality of Applicant Materials
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the final candidates may be released. See Wis. Stat. sec. 19.36(7).
Title IX Notice
As required by Title IX and federal regulations, UW-River Falls does not discriminate on the basis of sex in its education programs or activities, including in admission and employment. Questions about the application of Title IX may be referred to UWRF’s Title IX Coordinator at
titleix@uwrf.edu; the Department of Education’s Office for Civil Rights; or both. For more information, please see
uwrf.edu/titleIX.
Annual Security and Fire Safety Report (Clery Act)
The Annual Security and Fire Safety Report, which includes statistics about reported crimes and information about campus security policies can be viewed at or call University Police at 715-425-3133 for a paper copy.
Criminal Background Check and Reference Check Policy
Employment will require a criminal background check. It will also require you, your most recent employer, and all previous UW System institution and State of Wisconsin agency employers from the past seven (7) years to answer questions regarding sexual violence and sexual harassment per UW System Administrative Policy 1275.
Other Notices
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