Executive Assistant I Job at University of Wisconsin River Falls in River Falls

UW - System Position Title Executive Assistant I Business Title Executive Assistant to the Dean Major Department Code College of Ag/Food/Env Scien (J040200) Appointment Type Academic Staff-Fixed Term Renewable FLSA Status Exempt FTE (Percentage of Appointment) 100 Typical Working Schedule

University hours are 7:45-4:30 Monday through Friday

Hybrid or On Campus Hybrid Position Summary

This position serves as the Executive Assistant to the Dean for the College of Agriculture, Food and Environmental Sciences providing executive-level administrative support to the Dean. The position manages the college's budgets, recruitment processes, adjunct hiring, and faculty/staff personnel processes. Additionally, it handles data analysis, serves as a liaison between the Dean and departments, and ensures compliance with university policies. The role also includes managing correspondence, facilitating communications, and maintaining records with a high degree of confidentiality.

The person in this position performs varied and complex duties involving considerable initiative and independent judgment, associated with meeting the Dean's and the College's objectives. The person receives minimal guidance and direction from the Dean, particularly on annual or repeated tasks associated with university functions and is expected to anticipate needs, gathering, preparing and organizing materials that the Dean must have for various tasks.

Responsibilities

* Schedules logistics for meetings, conferences, and travel and organizes schedules for the Dean.

* Develops and facilitates communications of varying complexity between various internal and external stakeholders.

* Manages the organization, auditing, security, and confidentiality of records and files including preparing necessary personnel forms and managing records of faculty and staff actions related to retention, promotion, and post-tenure processes.

* Monitors college permanent and provisional budgets and review expenditures to identify issues of concern.

* Manage co-curricular budget allocations and processes.

* Accurately respond to general and complex inquiries for the Dean's office. Serve as resource to the Dean regarding HR, Administrative, and shared governance policies and procedures. Act with tact and diplomacy on behalf of the Dean in handling inquiries and issues of a sensitive and confidential nature.

* Monitor the Dean's Foundation accounts. Serve as financial liaison to Foundation and Advancement offices.

* Serve as the primary administrative resource for all college tenure-track, academic staff, and university staff recruitments, coordinate and administer departmental IAS/adjunct hiring processes, acting as the main liaison with Human Resources.

* Prepare documentation for immigration H1-B Visa and Permanent Residency applications for non-U.S. citizen faculty hires.

* Initiate, track, and act as the principal contact for summer session and J-term contracts.

* Initiate, manage, and coordinate annual faculty, student, and external awards, CAFES Scholarship and Awards Event, Senior Supper, Alumni Board Meetings and other events.

* Generate data analysis reports for the dean relative to enrollment, student profile by program area, faculty load and SCH and other reports requested by the dean. Prepare and submit accurate student and faculty data for the annual USDA FAEIS reports, ensuring confidentiality and timely submission of required demographic and program data.

* Oversee and ensure the proper submission of CAFES Curriculum Course Transmittal Forms for UCC/APP review.

* Initiate, coordinate, and maintain records of department chair elections and appointments, adhering to current university policies.

* Maintain accurate accounting of all personnel in the College, including allocations for sabbatical, reassigned time, etc.

* Initiate and track all college faculty/staff additional salary payments.

* Serve as liaison to various university administrative office on annual university events. Committee membership/participation and university service as approved by the Dean.

* Other duties, projects, and events as assigned by the Dean.

Knowledge Skills and Abilities

* Skilled in higher education administrative activities in an executive level office setting

* Effective interpersonal and oral communication skills: interact well with people, polite, respectful, and thoughtful

* Excellent written, verbal and interpersonal communication skills.

* Ability to craft effective messages with proper tone, grammar and spelling in emails and other public and college communications.

* Ability to act with tact, professionalism, and diplomacy on behalf of the Dean

* Maintain strict confidentiality with issues concerning faculty, staff, and students

* Knowledge of budget management and accounting policies and procedures

* Ability to work independently, anticipate needs, exercise sound judgment and decision-making skills

* Ability to organize, and prioritize work, anticipate, and meet institutional process deadlines, maintain accurate confidential and public records filing system

* Skilled in the use of the Microsoft Office suite of software programs, electronic calendaring systems, and other database software (PeopleAdmin, HRS, BP Logix, WISER, etc.)

Posting Detail Information

Posting Number AAF01011 Number of Vacancies 1 Desired Start Date Position End Date (if temporary) Open Date 12/10/2024 Closing Date 12/26/2024 Applicant Review Date Open Until Filled No Special Instructions to Applicants

Applicants are required to apply online. UWRF will not consider paper, emailed or faxed applications. Applicants are required to provide:

* Resume

* Letter of interest specifying qualifications and experience (cover letter)

Inquiries should be addressed to:

Dr. Michael Orth, Dean

College of Agriculture, Food and Environmental Sciences

michael.orth@uwrf.edu

Deadline to Apply: Initial review of applications will begin upon receipt. For full consideration, applicants should submit all required materials on or before December 26, 2024.

Salary range: $44,000 - $48,000

Employees receive excellent benefits including exceptionally low-cost comprehensive health, dental and vision benefits; employer match of Wisconsin Retirement System contributions of 6.95%; an attractive amount of paid leave per year in addition to paid sick leave. To learn more about our benefits, go to:https://www.wisconsin.edu/ohrwd/benefits/download/quickguidefasl.pdf

UW-River Falls does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources at 715-425-4941.

Legal Notices

EEO/AA Statement

UW-River Falls is an equal opportunity, affirmative action employer subject to all state and federal regulations pertaining to non-discrimination based upon sex, gender identity or expression, sexual orientation, race, color, national origin, religion, disability, marital status, age, arrest and/or conviction record, veteran or military status. All persons, especially women, minorities, veterans, and persons with disabilities are encouraged to apply.

Employment is subject to federal laws that require verification of your identity and legal right to work in the United States as required by the Immigration Reform and Control Act.

Confidentiality of Applicant Materials

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the final candidates may be released. See Wis. Stat. sec. 19.36(7).

Title IX Notice

As required by Title IX and federal regulations, UW-River Falls does not discriminate on the basis of sex in its education programs or activities, including in admission and employment. Questions about the application of Title IX may be referred to UWRF's Title IX Coordinator at titleix@uwrf.edu; the Department of Education's Office for Civil Rights; or both. For more information, please see uwrf.edu/titleIX.

Annual Security and Fire Safety Report (Clery Act)

The Annual Security and Fire Safety Report, which includes statistics about reported crimes and information about campus security policies can be viewed at https://www.uwrf.edu/Police/Annual-Security-Report.cfm or call University Police at 715-425-3133 for a paper copy.

Criminal Background Check and Reference Check Policy

Employment will require a criminal background check. Final candidates will be required to provide three professional references with at least one being a prior supervisor. Misconduct checks will be completed and a personnel file review for any University of Wisconsin or State employee within the past seven years prior to hire per UW System Administrative Policy 1275.

Other Notices