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

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Position Title:

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

Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Executive Assistant I

Job Duties:

POSITION : A full-time, professional academic staff position is available in Academic Affairs beginning December 14, 2026. The working title for this assignment is Executive Assistant to the Dean of Graduate Studies and Associate Vice Chancellors in Academic Affairs with an official title of Executive Assistant I. This is a renewable assignment contingent on performance and funding. The salary will be commensurate with experience and qualifications.

POSITION SUMMARY

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.

MINIMUM QUALIFICATIONS :

· E xcellent 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)

PREFERRED QUALIFICATIONS:

· A bachelor’s degree from a regionally accredited institution is preferred.

· Experience working in an administrative support role.

DUTIES :

I. Office of Graduate Studies Responsibilities (70%)

A. Coordination of University-wide Graduate Programs

• •A1. Under the supervision of the Graduate Dean manage the activities of the University Office of Graduate Studies. This includes: providing information on graduate programming to prospective, continuing, and returning students and faculty; maintaining the graduate catalog and website and managing the Graduate Council
• •A2. Maintain university graduate policies and procedures affecting graduate programs at UW-Eau Claire.
• •A3. Collect warrants of completion of all written and oral comp exams, and update checklist for these requirements for the degree audit.
• •A4. Assist in the continued development and revision of the university-wide thesis manual. Remain current on copyright regulations, library submission process, university policy and procedures.
• •A5. Maintain graduate faculty status. Enter temporary, associate, and permanent graduate faculty on the database and maintain accuracy of current status of all faculty teaching graduate courses.
• •A6. Serve as a university representative, when requested, for graduate studies at informational events such as graduate school and recruitment fairs. Assist graduate programs with their participation in fairs.
• •A7. Independently organize Graduate Student Appreciation and Research Day

B. Coordination of Individual and Specific Graduate Programs

• •B1. Implement rules, regulations, policies and procedures for all graduate programs. Advise prospective, continuing, and returning students, and faculty, on requirements of graduate programs.
• •B2. Assist with graduate admissions by preparing letters of acceptance or rejection, outlining conditions, prerequisites, and/or outstanding requirements.
• •B3. Assist Dean with reviewing and processing all eForms for graduate and accelerated students.
• •B4. 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
• •B5. Maintain list of candidates for graduation each term. Work with Degree Review to notify students and faculty of requirements yet to be completed, monitor completion of applications for program changes and petitions for waivers and substitutions. In conjunction with Records Services, Commencement Office, and Publications, prepare graduate student candidate entries for the roster and commencement program.
• •B6. Assist in all aspects of graduate registration: develop timetable, coordinate mailings, answer questions of students and advisors about the process, place holds on registration as necessary, use discretion to determine exceptions to registration requirements (overloads, etc.).

C. Coordination of Graduate Assistantships, Fellowships, Remissions, and Advanced Opportunity Program

• •C1. Coordinate application and recommendation process for graduate assistantships, foundation fellowships, and Advanced Opportunity Program (AOP) grants for graduate students in each college. Prepare award letters to recipients
• •C2. Analyze progress of applicants toward degree completion to determine eligibility for all awards.
• •C3. Maintain tracking related to assistantships, fellowships, tuition remissions, and AOP awards.
• •C4. Write employment contracts for graduate assistantships based on recommendations from the Dean of Graduate Studies. Work with the Payroll Office in transmitting employment materials to students. Coordinate completion of all required tax and payroll paperwork of new GA employees.

D. Maintenance of Graduate Studies Budgets, Records, and Reports

• •D1. Interpret, analyze, and prepare reports (e.g., enrollment, class size, course scheduling, degrees awarded), as required.
• •D2. Process online student applications for admission in Slate, and upload documents to student folders in Perceptive Content, when necessary.
• •D3. Access online budget information routinely to maintain accuracy; serve as liaison with Business Office requesting budget transfers and additional information.
• •D4. Establish and maintain credit card(s); process receipts and orders; verify monthly accounting reports; correspond with vendors and forward all information to Purchasing in a timely fashion.

II. Administrative Support to the Associate Vice Chancellors and Dean of Graduate Studies (30%):

• •E1. Provide logistical support for on-campus meetings large and small, serving faculty, students, staff, and external constituencies (i.e. UWEC/CVTC Reaffirmation Day, All Chairs Meetings).
• •E2. Coordinate the calendar and schedule of the AVCs/Dean.
• •E3. Prepare opening academic year calendar; share and publish campus wide.
• •E4. Make travel arrangements and process travel expense reports.
• •E5. Assist in the continuous development, maintenance, and improvement of Academic Affairs web site and SharePoint site.
• •E6. 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.

III. Other Duties as Assigned

THE UNIT : The Provost and Vice Chancellor for Academic Affairs is the university’s chief academic officer, providing administrative oversight for four undergraduate colleges: Arts and Sciences, Business, Health and Human Services, and Nursing; various other academic and co-curricular support programs; and the Office of Graduate Studies. The office develops and implements academic policies, priorities, and programs in collaboration with all members of the university community.

UNIVERSITY and EAU CLAIRE COMMUNITY : UW-Eau Claire, an institution of approximately 9,000 students and 1,200 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduat