Student Affairs: Executive Assistant

Universities of Wisconsin•Eau Claire, WI

About The Position

A full-time, professional academic staff position in the Division of Student Affairs/Dean of Students Office, beginning in December 2026. The working title is Student Affairs Executive Assistant I, and the official title is Executive Assistant I. The assignment is renewable, contingent on performance and funding. Salary is commensurate with qualifications and experience. The position provides executive-level administrative support to the Vice Chancellor for Student Affairs and advances the operational goals of the Student Affairs Division and Dean of Students Office. It also coordinates and supports the student insurance claims process for Student Health Service. The role requires discretion, sound judgment, and independence while providing administrative and operational support to the Dean of Students Office. The Division of Student Affairs has approximately 85 staff and connects Blugold students with resources and support for academic and personal success through programs, services, and partnerships that foster engagement, health, well-being, and development.

Requirements

Bachelor’s degree, associate’s degree, or equivalent combination of education and relevant professional experience.
Demonstrated experience providing executive-level administrative support in a complex and fast-paced professional environment.
Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
Strong analytical and critical-thinking skills, including the ability to assess information, identify solutions, and make sound recommendations.
Experience developing, monitoring, reconciling, and managing budgets and financial resources.
Ability to build and maintain positive professional relationships and establish rapport with students, colleagues, and diverse stakeholders.
Excellent oral, written, and interpersonal communication skills, including the ability to communicate effectively with individuals at all organizational levels.
Exceptional organizational, problem-solving, prioritization, and decision-making skills, including the ability to manage multiple responsibilities and competing deadlines.
Ability to exercise discretion, sound judgment, and tact while handling sensitive and confidential information.
Ability to work independently with minimal supervision and contribute effectively as part of a collaborative team.

Nice To Haves

Master’s degree.
Demonstrated experience managing multiple budgets and financial accounts with a high degree of accuracy and attention to detail.
Knowledge of UW-Eau Claire and Universities of Wisconsin policies, procedures, and administrative practices.
Experience with higher education administrative and student-support systems and medical billing programs, such as Canvas, CampS, BP Logix, Workday, WISER, Forward Health billing, Maxient or comparable case management software, PNC Software, or similar medical records, financial, or insurance billing systems.
Experience processing and managing insurance billing, claims, reimbursements, and related documentation.
Basic knowledge of medical terminology and healthcare insurance processes, including claims submission and reimbursement procedures.

Responsibilities

Coordinate and manage calendars, schedules, travel arrangements, meetings, conferences, and related logistics for the Vice Chancellor for Student Affairs, Student Affairs leadership, and the Dean of Students Office.
Review, prioritize, and evaluate correspondence, reports, and other communications, and recommend appropriate actions and responses.
Develop, coordinate, and facilitate communications with internal and external stakeholders, ensuring accuracy, professionalism, and timeliness.
Manage the organization, retention, security, confidentiality, and auditing of divisional records and files in accordance with university policies and applicable regulations.
Coordinate and process travel authorizations, arrangements, reimbursements, and expense reporting for the Vice Chancellor for Student Affairs.
Assist with developing, monitoring, reconciling, and reporting departmental and divisional budgets.
Review, process, and approve expenditures in accordance with university policies, procedures, and budget guidelines.
Plan, coordinate, and support meetings, events, and special programs, including scheduling, logistics, agenda development, materials preparation, and follow-up.
Enter student case information into university student information and case management systems while ensuring data integrity and confidentiality.
Coordinate submission and processing of international student insurance claims and Forward Health claims for Student Health Service.
Prepare and maintain deposit documentation and related financial records for Student Health Service insurance payments.
Provide administrative and operational support to staff within the Dean of Students Office.
Perform additional duties, special projects, and assignments as directed by the Vice Chancellor for Student Affairs in support of divisional priorities and strategic initiatives.