Dean's Executive Assistant

The Dean's Executive Assistant (EA) provides comprehensive executive support for the Dean of the College of Letters & Science with a commitment to innovation and modernization. The position reports to the Associate Dean for Innovation and Strategy who serves as the Dean's Chief of Staff. This role requires a high-level of professionalism, confidentiality, independent judgment and flexibility. The individual in this position must demonstrate a commitment to courteous, sincere and sensitive customer services, and display a dedication to creating a welcoming environment for a varied audience including leadership, faculty, staff, students and external stakeholders. This position provides a breadth of administrative, clerical and advanced program support services that serves the Dean's priorities.

This individual is expected to utilize a considerable amount of independent initiative and judgment, exercise a high level of administrative, problem solving, and analytical abilities, and have strong communication skills to anticipate, coordinate, and work with the team for smooth operations of the Dean's office. Duties include ensuring that the Dean is prepared in a timely manner for meetings and business activities, managing the Dean's calendar, coordinating travel, and maintaining confidentiality of information with discretion and sensitivity. This position serves as a reflection of the Dean, responding to inquiries with customer-oriented interpersonal skills in all interactions.

Given the intellectual breadth of the College and variety of activities in which the Dean engages, this individual should thrive in a fast-paced environment where plans may need to change quickly and drastically. Additionally, as the leader of the largest and most diverse college on campus, the Dean is responsible for and involved in strategic and management decisions. The EA is privy to confidential information and conversations, including those related to the employer-employee relationship (e.g. disciplinary actions, possible legal actions, etc.). The individual in this position must use discretion to appropriately manage the flow of information. They will work in close collaboration with their supervisor in anticipating the needs of the Dean with consideration of others' time and effort.

• 55% Schedules logistics for meetings, conferences, and travel and organizes schedules for a leadership position with institution wide authority
• 20% Compiles, screens, and evaluates correspondence and reports and recommends actions
• 10% Develops and facilitates communications of varying complexity between various internal and external stakeholders
• 5% Manages the organization, auditing, security, and confidentiality of records and files
• 10% Provides back-up support for other administrative assistant colleagues, as needed. Other office operational responsibilities may include managing special events and other duties as assigned.

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

Required
Associate's Degree

Preferred
Bachelor's Degree

Required:
- At least 3 years of experience scheduling and preparing meeting materials for an administrator or executive.
- Experience working as a collaborative member of team in a fast-paced environment within an administrative office, including answering inquiries and hosting visitors.
- Experience preparing and finalizing professional correspondence, including sending documents and handling electronic and paper filing.
- Evidence of strong verbal and written communication skills, including the ability to proofread documents with a high level of accuracy.
- A demonstrated ability to juggle multiple tasks and assignments.

Preferred:
- A demonstrated ability to maintain discretion and professionally handle confidential information.
- Experience with multiple virtual meeting tools.
- Experience using Microsoft Outlook to schedule in-person and virtual meetings with several attendees.
- Experience booking and managing travel and hotel arrangements, including using a purchasing card and managing reimbursements.
- A demonstrated commitment to building a welcoming environment.
- Evidence of being an independent, self-starter that can manage projects beginning to end, including those of a collaborative nature.

Full Time: 100%

It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

Ongoing/Renewable

Minimum $57,000 ANNUAL (12 months)
Depending on Qualifications
The typical starting salary for this position is $57,000 - $80,240 depending on qualifications and experience. Employees in this position can expect to receive benefits such as generous vacation, holidays and paid time off; competitive insurances and saving accounts; and retirement benefits.

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, or a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.

Please click on the "Apply Now" button to start the application process.

To apply for this position you will need to upload a cover letter, resume and contact information for at least three professional references, including your current supervisor. References will not be contacted without advance notice.

Your cover letter should address your qualifications as they pertain to the minimum number of years and type of relevant work experience listed above.

Maria Antezana Ardaya
maria.antezanaardaya@wisc.edu
608-217-0163
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Executive Assistant II(AD011)

A48-COL OF LETTERS & SCIENCE/ADMINISTRATION/ADMIN

Academic Staff-Renewable

314452-AS