The University of Wisconsin System is one of the largest systems of public higher education in the country and employs more than 39,000 faculty and staff statewide. The UW System’s combined enrollment headcount exceeds 170,000, and the System confers more than 36,000 degrees each year. The UW System is comprised of 13 campuses affiliated with seven of the four-year institutions. Two of the universities (UW-Madison and UW-Milwaukee) are doctoral degree-granting institutions and 11 are master’s degree-granting comprehensive institutions. The UW System is governed by a single Board of Regents comprised of 18 members. The UW System head is the President of the System. Together, these institutions are a tremendous academic, cultural, and economic resource for Wisconsin, the nation, and the world
The President of the UW System has full executive responsibility for the operation and management of the University of Wisconsin System; sees to the appropriate staffing of System Administrative offices; and directs and coordinates the activities of these offices as needed to fulfill his or her responsibilities.
The major responsibilities of this position are as follows:
This position provides professional administrative assistance to the President’s Office, including the Chief of Staff, and other executive level staff as requested. Spanning a wide range of duties including administrative support, financial management, correspondence, and event planning & logistics, the major goal of this position is to provide broad, effective, and timely support to ensure the President, Chief of Staff, and other President’s Office staff can conduct their work efficiently. This position reports to the Executive Assistant to the President.
- Oversee the Chief of Staff’s schedule, responding to requests and initiating events based on priorities.
- Manage incoming calls to the President’s office, direct callers to appropriate offices, and use discretion in expediting high-importance calls from government officials, Regents, Chancellors, media, etc.
- Coordinate meeting logistics including securing room reservations, catering, reserved parking, and arranging conference calls.
- Arrange travel arrangements for the Chief of Staff, President, and other staff as requested.
- Process President’s Office invoices, expense reports, purchasing card activity, and UW Foundation expenditures.
- Prepare requisitions and obtain justification for payment of bills, set up necessary blanket accounts.
- Supervise and train student office assistants.
- Coordination of pre-game events hosted by the President prior to home football games including invitations, event planning, payments, vendors, logistics, and event execution.
- Manage sporting events tickets, including football, basketball and hockey.
- Assist with the planning and execution of employee picnic, retirement events, staff holiday party, UWSA Awards Ceremony and Brittingham House events.
To be considered for this position, applicants must have:
- An Associate’s Degree.
- Minimum of three years of administrative/clerical experience.
- Advanced proficiency with the full range of Microsoft Office products including Word, Excel, Outlook and SharePoint.
- Ability to prioritize multiple assignments and meet deadlines with consistent accuracy and detail.
- Ability to exercise considerable discretion and confidentiality on sensitive matters.
- Comprehension of fundamental budgeting, including travel and expense reporting, payroll practices, accounts payable and receivable, and financial reporting.
- Experience in planning and executing a variety of events from small meetings to large gatherings.
- Exceptional attention to detail.
- Excellent oral and written communication skills.
- Excellent customer service skills.
- Demonstrated ability to learn and master other computer technology/software programs as needed.
- Experience supporting a high-level executive in a fast-paced, high pressure environment.
- Ability to support multiple staff members and work in a team environment utilizing problem solving skills, tact and conflict resolution techniques.
Conditions of Employment
This position is a full-time, hourly (nonexempt) University Staff position. Well-qualified candidates can expect a starting annual salary within a range of $49,000 to $56,000, commensurate with the candidate’s education, related experience, and qualifications. UW System employees receive an excellent benefit package. To learn more about the UWSA comprehensive benefit package, please access ALEX, the UW System’s on-line virtual benefits counselor. In addition to ALEX, you can read our benefit summary guide: Summary – University Staff. Furthermore, the UW System Total Compensation Estimator is a tool designed to provide you with total compensation information.
The UW System conducts criminal background checks for final candidate(s). It will also require you and your references to answer questions regarding sexual violence and sexual harassment. The UW System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Spring 2020. Job duties and responsibilities will remain the same.
To ensure full consideration, please submit application materials as soon as possible. Applicant screening will begin immediately and be ongoing through Monday, February 17, 2020. However, applications may be accepted until the position has been filled.
- Go to the UWSA Applicant Portal to submit your materials online. The web address is: https://www.wisconsin.edu/ohrwd/uwsa/careers/current-jobs/apply/
- Select the appropriate applicant portal, either External Applicants or Internal Applicants.
- Locate the position you want to apply for and click on the position.
- Follow the onscreen instructions; be sure to upload ALL THREE of the required documents: resume, cover letter, and references as PDF files. Failing to include any of these documents may disqualify your application. Uploading your documents as PDFs is also critical to maintain the formatting of your documents.
- Your cover letter MUST specifically address how your education and experience relate to the position and qualifications. Be sure to emphasize the areas outlined under “Minimum Qualifications.”
- Your reference page should include the names, addresses, e-mail addresses, and phone numbers for three professional references with at least one being from your current supervisor.
- Include a statement of whether you wish to have your application held in confidence or made available to the public upon request. Please note that in the absence of any statement regarding confidentiality, we will assume you do not wish to have your application held in confidence. The UW System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Stat. sec. 19.36(7).
- Submit your application.
The University of Wisconsin System Administration is an affirmative action/equal opportunity employer and actively seeks and encourages applications from women, minorities, and person with disabilities.
Questions may be addressed to: Lori Fuller, Senior Human Resources Manager; UW System Human Resources; at firstname.lastname@example.org or at (608) 263-0847.