Executive Assistant for Business, Finance and Administrative Services
The Executive Assistant provides administrative and professional level assistance to the Vice Chancellor and Business, Finance and Administrative Services (BFAS) division by managing the division planning process, university-wide financial request tracking, and assisting in monitoring special projects. The Executive Assistant coordinates logistics for meetings and division events and manages the work of BFAS division standing committees. The individual will function as the business manages for assigned areas of campus. The individual in this position provides professional-level support to the Vice Chancellor by anticipating issues, composing correspondence, directing inquiries to appropriate offices, and coordinating special projects or initiatives for the office, division, or campus as designated by the Vice Chancellor and Budget Director. The Executive Assistant interacts frequently with Assistant Chancellors, Assistant/Associate Vice Chancellors, Directors, Human Resources staff, Chancellor’s Office staff, and other administrators assuring that BFAS division work is completed in a professional and timely manner.
Minimum / Required
- Excellent verbal and written communication skills.
- Experience working in an office environment.
- Intermediate to advanced skills in Microsoft Office.
- Excellent judgment including sensitivity to personal and confidential information.
- Excellent interpersonal, and customer service skills in working with a diverse community.
- Work independently and as part of a team environment and on collaborative efforts.
- Experience in a higher education environment.
- Creation of financial and written reports.
UW Title: Executive Assistant II (AD011)
Administrative Assistance to the Vice Chancellor – 30%
- Screen and evaluate incoming correspondence and reports, bringing important and urgent matters to the attention of the Vice Chancellor.
- Independently respond to or coordinate a response to administrative matters on a timely basis.
- Compose, review, and edit outgoing correspondence.
- Coordinate events and meetings with other executives, deans, directors, committees, groups, and individuals from across campus, the UW-System, and the community.
- Prepare or oversee the preparation of agenda, materials, and minutes for meetings and events.
- Represent the Vice Chancellor's office at events, meetings, or audits as requested.
- Manage and maintain the Vice Chancellor's calendar using Microsoft Outlook.
- Coordinate the Vice Chancellor's travel arrangements and prepare travel reimbursements.
- Interact with and assist individuals at all levels across campus, the UW-System, the community, and others.
- Purchase all office supplies and materials.
- Develop systematic processes to improve productivity, appearance, value and/or capabilities of administrative and financial practices.
- Hire, train, and supervise student office personnel.
Budget and Financial Responsibilities - 20%
- Work with various campus departments to properly complete funding requests: work with the Budget Director to pull financial needs of areas requesting funds; work with the Chancellor's Office to initiate award transfers.
- Monitor usage of awarded funds and ensure compliance with State and University procedures and policies. Initiate transfers for unused funds back to the central funding departments. Assists in the reconciliation of the University Wide departments in coordination with the Budget Director.
- Assists in maintaining the University Reserve tracking program keeping information up to date so future requests can be evaluated properly for funding type and availability.
- Verify funding requests are within approved amounts and timing is consistent with award.
- Assist with budget development.
- Works as the business manager assigned units, monitoring spending, and creating financial reports.
- Prepare budget transfers for the BFAS departments and the initial fiscal year awards and assist in preparing budget transfers for entry into Shared Financial Systems when needed.
- Coordinate budget hearings with various campus wide directors.
Planning and Reporting - 20%
- Develop, maintain, and manage the Business, Finance, and Administrative Services division planning process and major initiatives.
- Develop and administer the division planning system, including the model, templates, and timeline.
- Plan and facilitate the BFAS Council retreat including selecting and coordinating retreat site, developing agenda and materials, creating team development exercises, facilitating development of BFAS focused initiatives, and creating outcome documents.
- Create the Focused Initiatives planning document and Implementation Plan. Assign responsibility for the focused initiatives and identify performance indicators.
- Manage major initiatives, develop resource needs, timeline, and provide oversight.
- Work with the division budget manager as it relates to focused initiatives funding.
- Submit BFAS Focused Initiatives including performance indicators and funding needs to the Strategic Planning Group as requested; coordinate and prepare six-month and annual progress reports; collect data on performance indicators, prepare presentations for the Vice Chancellor.
- Create the division’s annual report.
- Develop and coordinate the annual All Division Meeting.
Manage Division and University-Wide Committees – 20%
- Manage the work of BFAS division standing committees including membership and chair recommendations to the Vice Chancellor, developing annual charges, and reviewing six-month and annual progress reports.
- Coordinate BFAS Council meetings including agenda, materials, speakers, and minutes.
- Support division and campus-wide committees as assigned including scheduling, attending meetings, and reserving appropriate technology, preparing agendas and materials, reporting minutes, creating correspondence, documents, reports, and presentations as needed.
Miscellaneous Communications, Administrative, Reporting and Special Projects – 10%
- Create and prepare documents including memos, letters, reports, and presentations as assigned.
- Perform special projects and other duties as directed.
- Maintain and update the Vice Chancellor's web page.
- Function as Building Supervisor on behalf of the Vice Chancellor and distribute appropriate communications to building occupants and offices.
- Maintain and update the Administration Building video screen with current directory information and news as appropriate.
- Manage the division performance evaluation process. Develop and distribute performance evaluation surveys, compile reports and coordinate meetings.
- Distribute division wide communications from the Vice Chancellor.
University of Wisconsin-Stout Business, Finance, and Administrative Services (BFAS) division oversees the Budget Office, Business and Financial Services, Facilities Management, Safety and Risk Management, Police and Parking, and Human Resources departments, in addition to overseeing multiple campus committees.
BFAS is committed to promoting the growth of students by providing quality programs, services, and facilities in collaboration with the university, community, and others we serve.
An innovative leader within the University of Wisconsin System, the University of Wisconsin-Stout offers an unparalleled career-focused education that integrates applied learning, theory and research and real-world experiences to prepare our students for the future. At UW-Stout, our students think and do from day one, and we are proud to produce lifelong learners, ethical leaders and responsible citizens who succeed in a global society.
UW-Stout is recognized nationwide for its operational excellence. We were the first and remain the only four-year public higher education institution in the nation to receive the Malcolm Baldrige Award, and we are dedicated to a process-improvement model that leverages the power of data and the value of our people. We believe in critical thinking and fact-informed decision making. We pursue sustainability in form and function and collaborate across campus and with our partners to solve problems in industry and society. And providing an equitable, diverse, and inclusive environment for our faculty, staff, and students to live, learn and work is a top priority.
We offer 47 undergraduate, 21 masters and 3 advanced programs and more than 30 certificate options in Art, Design & Graphics; Business & Management; Education; Human & Social Sciences; Information Technology & Communications; and Science, Engineering & Math. Our first-class digital infrastructure and learning environments provide our nearly 8,000 students with every avenue to explore and personalize their success. And we invest in people who share our vision to advance our position as Wisconsin’s only Polytechnic University and as a regional, national, and international leader in higher education.
Be a part of the future at UW-Stout. Learn more at https://www.uwstout.edu/about-us.
University of Wisconsin-Stout is located in Menomonie, Wisconsin, a community an hour east of Minneapolis-St. Paul. A pillar of Wisconsin’s Chippewa Valley and recognized as one of the best small towns in America, Menomonie provides an idyllic combination of natural beauty, outdoor recreation, boutiques and arts and culture with access to a metropolitan area. For more information about the UW-Stout community and region visit: https://www.uwstout.edu/about-us/our-community
The minimum annual starting salary is $55,000; commensurate with the finalist's qualifications and experience. The UW System provides an excellent benefits package including participation in the Wisconsin State retirement plan.
- Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/quickguidefasl.pdf
- Total Compensation Estimator: https://www.wisconsin.edu/ohrwd/benefits/benefits-estimator/
All qualified candidates meeting application requirements will receive consideration for employment and will not be discriminated against. As an equal employment opportunity and affirmative action employer, UW-Stout welcomes applications from individuals from diverse groups; veterans, individuals with disabilities and from historically excluded populations. UW-Stout provides equal opportunity to all persons and is committed to inclusive excellence. At UW-Stout we value our differences and welcome diverse perspectives as we continually commit to developing an inclusive and equitable environment for all employees and students.
Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources team. Employment is also contingent upon the final candidate passing a reference check process. The reference check process includes asking the final candidate and most recent supervisor questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the UW System and State of WI agencies will be subject to additional reference checks.
Must be authorized to work in the United States. Sponsorship is not available for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and maintain work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715.232.2149.
In response to a public records request, the University of Wisconsin System will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).
UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information
To apply click APPLY or go to: https://www.uwstout.edu/about-us/careers-jobs
To ensure consideration complete applications must be submitted online by September 29, 2022. Applications will be accepted until the position is filled.
Required application materials:
- Cover letter (* See below)
- Names and contact information for a minimum of three (3) professional references
*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.
Applicants will need to complete all required fields and attach all required documents prior to submitting the online application. Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.
Before starting the online application process, we recommend you preview the frequently asked questions (FAQs) available at: https://kb.uwss.wisconsin.edu/21900
It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.
For questions regarding this position or recruitment, please contact:
Search Chair: Curtis Wieland
If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:
Search Coordinator: Meghan Lieffort
Job Family: Staff