Academic Affairs: Executive Assistant to Dean of Graduate Studies and Associate Vice Chancellors in Academic Affairs

University of Wisconsin Stout•Harvey, WI

12d•Onsite

About The Position

This position provides administrative support for the offices of Graduate Studies and Academic Affairs. The Executive Assistant must have strong written and oral communication abilities and a high degree of professionalism. They will be expected to function under minimal supervision and must exercise significant independent decision-making. The Executive Assistant oversees projects and processes under general supervision, prepares correspondence and reports, and manages budgets.

Requirements

Excellent organization, communication, and customer service skills
Ability to attend to detail
Commitment to a collaborative work environment; strong interpersonal and collaboration skills to interact effectively with administrators, faculty, staff, students, visitors, and community partners
Demonstrated verbal and written communication abilities
Knowledge of or desire to learn Workday, BP Logix, CampS, and other commonly used university applications
Advanced knowledge of Microsoft Office (Word, Excel, Outlook)

Nice To Haves

A bachelor’s degree from a regionally accredited institution is preferred.
Experience working in an administrative support role.

Responsibilities

Manage the activities of the University Office of Graduate Studies, including providing information on graduate programming, maintaining the graduate catalog and website, and managing the Graduate Council.
Maintain university graduate policies and procedures affecting graduate programs.
Collect warrants of completion of all written and oral comp exams, and update checklist for these requirements for the degree audit.
Assist in the continued development and revision of the university-wide thesis manual, remaining current on copyright regulations, library submission process, university policy and procedures.
Maintain graduate faculty status by entering and updating graduate faculty information in the database.
Serve as a university representative for graduate studies at informational events and assist graduate programs with their participation in fairs.
Independently organize Graduate Student Appreciation and Research Day.
Implement rules, regulations, policies and procedures for all graduate programs and advise students and faculty on program requirements.
Assist with graduate admissions by preparing letters of acceptance or rejection.
Assist Dean with reviewing and processing all eForms for graduate and accelerated students.
Analyze data reports and review degree audits for students’ continued progress toward degree completion and for verification of program prerequisites and requirements, and manage communication of student progress.
Maintain list of candidates for graduation each term, notify students and faculty of requirements, monitor completion of applications for program changes and petitions, and prepare graduate student candidate entries for the roster and commencement program.
Assist in all aspects of graduate registration, including developing timetable, coordinating mailings, answering questions, placing holds, and determining exceptions to registration requirements.
Coordinate application and recommendation process for graduate assistantships, foundation fellowships, and Advanced Opportunity Program (AOP) grants, and prepare award letters.
Analyze progress of applicants toward degree completion to determine eligibility for all awards.
Maintain tracking related to assistantships, fellowships, tuition remissions, and AOP awards.
Write employment contracts for graduate assistantships and coordinate completion of all required tax and payroll paperwork for new GA employees.
Interpret, analyze, and prepare reports (e.g., enrollment, class size, course scheduling, degrees awarded).
Process online student applications for admission in Slate, and upload documents to student folders in Perceptive Content.
Access online budget information routinely to maintain accuracy; serve as liaison with Business Office requesting budget transfers and additional information.
Establish and maintain credit card(s); process receipts and orders; verify monthly accounting reports; correspond with vendors and forward all information to Purchasing.
Provide logistical support for on-campus meetings large and small, serving faculty, students, staff, and external constituencies.
Coordinate the calendar and schedule of the AVCs/Dean.
Prepare opening academic year calendar; share and publish campus wide.
Make travel arrangements and process travel expense reports.
Assist in the continuous development, maintenance, and improvement of Academic Affairs web site and SharePoint site.
Access online budget information routinely to maintain accuracy; serve as liaison with Business Office requesting budget transfers and additional information. Provide budget updates as requested.
Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures.
Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures.
Prepares and audits complex records, edits documents, and reviews work done by others.
Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums.
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.