Executive Assistant

University of Wisconsin Milwaukee•Milwaukee, WI

11h•$49,000 - $65,000

About The Position

The University of Wisconsin-Milwaukee (UWM) is Wisconsin’s second-largest university, with a unique dual mission of access and research to provide high-quality education for students from all backgrounds. UWM is one of the 146 top research universities recognized as “R1” by the Carnegie Classification of Institutions of Higher Education The Office of Research, and its employees , are responsible for central research administration, oversight of research policy and compliance, and internal research development programs. The office includes the Office of Sponsored Programs, the Office of Undergraduate Research, as well as several research centers . Job Summary: Provides administrative support to the Vice Chancellor for Research in support of the Office of Research goals. Utilizes discretion and operates with minimal supervision. Supplemental Job Summary: This position provides high-level executive support to the Vice Chancellor for Research (VCR) and other divisional leaders , i ndependently managing a broad range of administrative and operational responsibilities , including managing the VCR’s calendar, communications, meeting preparation, and logistical coordination. In addition to the administrative responsibilities, this role will represent the VCR and office at various meetings, committees, and cross-campus engagements, serving as a knowledgeable and professional liaison. This position manages highly confidential projects, including providing intake and support to the Research Integrity and Misconduct Reviews, handing confidential information, and ensuring compliance with university, state and federal expectations. This position will also monitor federal research funding updates, policy changes, and agency announcements to support strategic planning and timely communication on behalf of the office . This position has extensive contact with the Office of the Chancellor, the Provost’s Office, Deans, senior leaders, employees, the Universities of Wisconsin System Administration, the Board of Regents , donors, corporate partners, and other stakeholders. This position reports directly to the VCR and maintains utmost confidentiality , d iscretio n, and sound independent judgement. This position is expected to anticipate needs, resolve issues independently, and ensure seamless operations across the office , maintain confidentiality , and a high level of professionalism.

Requirements

Bachelor’s degree in public administration , business, communications, education, governmental relations or other related field
Three or more years in a professional office environment
Three or more years serving in an administrative support role
Evidence of strong organizational skills
Evidence of strong communication (written and oral) skills
Evidence of ability to work independently
Evidence of ability to work with a variety of stakeholders
Evidence of ability to utilize various types of technology, i.e. Microsoft Suite, Google Suite.
Ability to work and communicate effectively in a team setting to carry out the mission of the office.
Ability to maintain confidentiality
Ability to possess extensive knowledge about UWM and Universities of Wisconsin System , as well as governance principles, policies, and procedures.
Ability to organize and prioritize responsibilities to meet deadlines.
Ability to be flexible and adjust as needed in a fast-paced environment in which priorities can change quickly.
Ability to independently solve and find solutions to problems .
Ability to communicate effectively with campus leadership, faculty, staff, students, and the public.
Ability to compose personal correspondence with speed and accuracy.
Ability to use judgment when disseminating any information obtained through any means because of working in the Vice Chancellor’s office.
Knowledge of standard office practices and procedures.
Ability to use email, internet, and electronic calendar systems.
Knowledge of experience with Microsoft Office Suite (i.e., Outlook, MS Teams, Word, Excel, PowerPoint, etc.)
Ability to operate office machines.
Ability to perform with utmost patience and flexibility.

Nice To Haves

Master's degree or an equivalent combination of education and experience
Experience working in research, compliance, law, education or related field
Five or more years in a professional office environment
Five or more years supporting an executive leadership role
Experience manag ing complex schedules with competing priorities
Experience managing purchasing card transactions, reconciling expenses, or processing invoices in accordance with established laws, policies, and procedures
Experience working in a higher education , institution, government agency, or other large, complex organization

Responsibilities

Manage the Vice Chancellor’s Calendar, Correspondence, Schedule, and Travel Logistics.
Work closely with the Vice Chancellor to manage multiple aspects of a complex appointment calendar.
To be effective, the incumbent must have the ability to function as a team member while maintaining the highest level of confidentiality.
The incumbent must act independently and with little supervision.
The work requires an abundance of strategic thinking and autonomy to make commitments that are in the best interest of the VCR and to UWM
Manage the Vice Chancellor for Research’s (VCR) complex appointment calendar, including prioritizing requests and coordinating with internal and external stakeholders
Serve as primary point of contact to the office
Oversee communications on behalf of the VCR , including documents that require VCR’s signature
Prepare daily schedules, agendas, briefing packets, and related documents for the VCR
Gather information from discussions with the VCR to make recommendations on priorities, actions, and time allocation
Compile, screen, and evaluate correspondence, mail, and reports
Oversee office workflow, implement process improvements, and ensure efficient operations across the office
Maintain organizational systems for tracking assignments, correspondence, and project process
Independently respond to inquiries from stakeholders, resolving complex or confidential issues
Assist with maintaining the office website and communication distribution lists
Maintain secure organization, auditing, and confidentiality of office records and files
Process out-of-office requests on behalf of the VCR
Prepare meeting materials, including agendas, minutes, and action items
Represent the VCR and the office at meetings, committees, and cross campus engagements
Coordinate logistics for meetings, conferences, and special events in collaboration with divisional employees
Manage all aspects of the VCR’s travel, including scheduling, booking, itineraries, and reimbursement processes
Manage confidential projects, including intake of misconduct complaints, and support for Research Integrity and Misconduct Reviews
Handle confidential information with discretion and ensure compliance with university, state, and federal requirements
Monitor federal research funding updates, agency announcements, and policy changes.
Support strategic planning and timely communication across the office based on emerging research trends and funding priorities.
Research sensitive issues, prepare reports, and present alternatives or recommendations
Anticipate needs, resolve issues independently
Collaborate on special projects as needed
Perform all other duties as assigned