Executive Assistant
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Job Location:
Milwaukee, WI - USA
Monthly Salary:
Not Disclosed
Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
Current Employees: If you are currently employed at any of the Universities of Wisconsin log in to Workday to apply through the internal application process.
Position Title:
Executive AssistantJob Category:
Academic StaffEmployment Type:
RegularJob Profile:
Executive Assistant IJob Duties:
The University of Wisconsin-Milwaukee (UWM) is Wisconsins 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 itsemployeesare responsible forcentral research administration oversight of research policy and compliance and internal research development programs. Theofficeincludes the Office of Sponsored Programs the Office of Undergraduate Research as well as several research centers.
Job Summary:
Provides administrative support tothe Vice Chancellorfor Researchin support ofthe Office of Researchgoals. Utilizes discretion andoperateswith minimal supervision.
Supplemental Job Summary:
This positionprovides high-level executive support to the Vice Chancellor for Research (VCR) and other divisional leaders independentlymanaging a broad range of administrative and operational responsibilities including managing the VCRs calendar communications meeting preparation and logistical coordination.
In addition to the administrative responsibilitiesthis role willrepresentthe VCR andofficeat various meetings committees and cross-campus engagements serving as a knowledgeable and professional liaison.
Thispositionmanages highly confidential projects including providing intake and support to the Research Integrity and Misconduct Reviewshandingconfidential information and ensuring compliance with universitystateand federal expectations.This position will alsomonitorfederal research funding updates policy changes and agency announcements to support strategic planning andtimelycommunication on behalf of theoffice.
This position has extensive contact with the Office of the Chancellor the Provosts Office Deanssenior leadersemployeesthe Universities of Wisconsin System Administrationthe Board of Regentsdonors corporate partners and other stakeholders. This position reports directly to the VCR andmaintainsutmost confidentiality discretion and sound independent judgement.
This position is expected toanticipateneeds resolve issues independently and ensure seamless operations across theofficemaintainconfidentialityanda highlevelof professionalism.
Key Job Responsibilities:
Manage the Vice Chancellors 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
Duties:
AdministrativeManagement & Support
Manage the Vice Chancellor for Researchs (VCR) complex appointment calendar including prioritizing requests and coordinating with internal and external stakeholders
Serve as primary point of contacttotheoffice
Oversee communications on behalf of the VCR including documents that require VCRs signature
Prepare daily schedules agendasbriefingpackets 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 andreports
Oversee office workflow implement process improvements and ensure efficient operations across theoffice
Maintain organizational systems for tracking assignments correspondence and project process
Independently respond to inquiries from stakeholders resolving complex orconfidentialissues
Assistwithmaintainingtheofficewebsite and communication distribution lists
Maintain secure organization auditing and confidentiality of office records and files
Processout-of-office requests on behalf of the VCR
Meeting Event and Travel Coordination
Prepare meeting materials including agendas minutes and action items
Represent the VCR and theofficeat meetings committees and cross campus engagements
Coordinatelogisticsfor meetings conferences andspecial eventsin collaboration with divisional employees
Manage all aspects of the VCRs travel including scheduling booking itineraries and reimbursementprocesses
Strategic Support
Manage confidential projects including intakeof misconduct complaintsand 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 andtimelycommunication across theofficebased on emerging research trends and funding priorities.
Research sensitive issues prepare reports and present alternatives or recommendations
Anticipate needs resolve issues independently
Miscellaneous Duties
Collaborate on special projects as needed
Perform all other duties as assigned
Qualifications:
MINIMUM
Bachelors degree in public administrationbusinesscommunications education governmental relationsorotherrelated field
Three or moreyears in a professional office environment
Three or moreyearsserving in an administrative support role
PREFERRED
Masters degreeoran equivalent combination of education and experience
Experience working in research compliance laweducationor related field
Five or moreyears in a professional office environment
Five or moreyears supporting an executive leadership role
Experiencemanagingcomplex schedules with competing priorities
Experience managing purchasing card transactions reconciling expenses or processing invoicesin accordance withestablished laws policies and procedures
Experience working inahigher educationinstitution government agency or other large complex organization
Competencies:
Evidence of strong organizational skills
Evidence ofstrong communication(written and oral) skills
Evidence of ability to work independently
Evidence of ability towork with a variety of stakeholders
Evidence of ability toutilizevarious typesof technologyi.e.Microsoft Suite Google Suite.
KNOWLEDGESKILLSANDABILITIES
Ability to work and communicate effectively in a team setting to carry out the mission of the office.
Ability tomaintainconfidentiality
Ability topossessextensive knowledge about UWM andUniversities of WisconsinSystemas 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 toindependentlysolve and find solutionsto problems.
Ability to communicate effectively withcampus leadershipfaculty staff students and the public.
Ability to compose personal correspondence with speed and accuracy.
Ability to use judgment whendisseminatingany information obtained through any means because of working in theVice Chancellorsoffice.
Knowledge of the complex organizational structure of the Universityof Wisconsin-Milwaukee UW System Board of Regents and otherstate agencies.
Knowledge of standard office practices and procedures.
Ability to use email internet and electronic calendar systems.
Knowledgeofexperience with Microsoft Office Suite (i.e. Outlook MS Teams Word Excel PowerPoint etc.)
Ability tooperateoffice machines.
Ability to perform with utmost patience and flexibility.
Note for applicants at time of hire applicant must be willing to sign a confidentiality agreement with the university.
Compensation:
The target hiring range is $49000-$65000. Final salary offer is contingent upon skills knowledge and abilities as demonstrated throughout the selection process.
Education:
Bachelors degree in public administrationbusinesscommunications education governmental relationsorotherrelated field.
How to Apply:
Interested applicants are required to apply online and must submit the following:
A Cover Letter that addresses how their experience meets the qualifications of the position.
A Professional Resume or Curriculum Vitae.
Note: Applicants must complete all required fields and attach all required documents prior to submitting the online application to ensure full consideration. Additional documents submitted aside from a Cover Letter and a Professional Resume/Curriculum Vitae will not be considered.
In instances where the Search and Screen is unable to ascertain from the candidates application materials whether they meet any of the qualifications they may be evaluated as not meeting such qualifications.
Finalist candidate(s) being considered for hire will be required to provide three professional/supervisor references through an external reference checking tool. References will not be contacted prior to candidates being notified.
Apply electronically by the application deadline date of Sunday 26th 2026.
Contact Information:
Questions about this position should be directed to Coua Xiong at
Reasonable Accommodations
Pursuant to university policy UWM provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability please contact or . This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.
Confidentiality of Applicant Materials
UWMis a State agency and subject to Wisconsins Open Records not however reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsins Open Records certain circumstances the identities of final candidates and/or the identity of the appointed applicant must be revealed upon request.
CBCand Reference Check Policy
Employment will require a criminal background the prevention of sexual misconduct seriously. As such you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.
Annual Security and Fire Safety Report (Clery Act)
For theUWMAnnual Security and Fire Safety Reports (i.e. Clery Report) which includes statistics about reported crimes and information about campus security policies see or call UWMs Dean of Students Office Student Union 345 at for a paper copy.
Employment Authorization
In compliance with federal law all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin age pregnancy disability status as a protected veteran or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds perspectives and skills and encourage all qualified individuals to apply.
Required Experience:
IC
Key Skills
About Company
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