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Executive Assistant in the Office of the Chancellor (INTERNAL SEARCH)

Apply now Job no: 495988
Work type: Full-time
Location: Oshkosh
Categories: University Staff


Working Title: Executive Assistant in the Office of the Chancellor (INTERNAL SEARCH)
Official Title: University Executive Staff Assistant (INTERNAL SEARCH)
Employment Class: University Staff
FTE: 1.0
Compensation: $17.25 - $26.00 Per Hour
Terms of Employment: Continuous
Position Summary:

The executive assistant in the Office of the Chancellor provides executive level support to the Chancellor's Chief of Staff thereby ensuring the effective and efficient operation of the Office. This position reports to the Chief of Staff.

The successful candidate will have experience in an executive level office, can demonstrate exceptional skill in organization, electronic calendar management, event planning, and meeting coordination. The executive Assistant will consistently represent the Office of the Chancellor in a highly professional manner using exceptional communication skills; in person, over the telephone, and written.


Provide Administrative Assistance for the Chief of Staff

1. Manage calendar of the Chancellor: add accurate and complete information to the calendar on a daily basis. Allow for travel time, time zone changes, internal and external event coding, maps, direction, and gether preparatory materials as needed.

2. Handle Chancellor's travel arrangements including accurate, timely, and compliant travel expense reimbursement.

3. Schedule and coordinate conference calls, teleconferences, remote calls using Skype and other programs as requested.

4. Assemble Standard Operating Procedures on an ongoing basis, documenting duties, referencing procedures and policies.

5. Create and maintain current policy binder for the office reference and guidance.

6. Manage Office of the Chancellor website by regular monitoring, updating, and advising others as needed.

7. Create and maintain mailing lists for all internal and external contacts and groups as required.

8. Create and maintain files documenting visits, events, budget information, and projects.

9. Create and distribute open meeting notices, agendas, and prepare minutes and or notes as requested.

10. Assist external stakeholders with accessing campus - directions for driving/flying, hotel reservations, campus parking, etc.

11. Serve as event planner or OTC contact for the other event planners for internal and external events; secure rooms for meetings, agendas, name tags, invitations, thank you letters, and accounting for bill payment.

12. Coordinate catering per applicable policies.

13. Assist with the UW Oshkosh Retiree's Association mailing lists and event planning.

14. Conduct administrative research on best practices, as directed.

15. Ensure operation of the office equipment by completing preventive maintenance requirements; calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.

16. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies, placing and expediting order for supplies, verifying receipt of supplies. Follow up with invoices and payment.

17. Assist in the training of student employment as requested.

18. Assist with Public Records Requests document gathering as requested.

19. Provide information by answering questions and requests and effectively following up as needed.

20. Maintain up to date budget expenditures; provide monthly updates.

Provide Administrative Assistance for the Office of the Chancellor

1. Greet office guests, provide hospitality and offer assistance.

2. Assist all department staff by providing institutional information as well as advising on organizational processes.

3. Help with student workers as requested.

4. Assist in training others as requested.

5. Contributes to team effort by accomplishing tasks and achieving results as needed


1. Computer Skills: Microsoft Office Suite including Word, Excel, Powerpoint, Google Calendar, Contacts, Email, Various Google applications; Google Drive, Forms,Lucidecharts, and various functions included in Titan Apps.

2. Communication Skills: Advanced writing skills, effective and professional use of email, managing confidentiality, highly professional communication both verbal and written. Correct spelling, grammar, punctuation and proofreading skills are necessary.

3. Professional Office Skills: Process management and process improvement, organization skills, filing skills, analyzing information, problem solving, responsible, accountable, punctual and excellent attendance.

4. Attention to detail.

5. Ability to consistently maintain confidentiality.

6. Punctual.

7. Willing to embrace change in a large and evolving organization.


1. Bachelor's degree

2. Familiarity with higher education.

3. Knowledge of budget processes.

4. Familiarity with various software such as: People Soft, Microsoft 365 WISDM, QUaltrix, Doodle Polls, and WordPress.

5. Familiarity with Continuous Improvement methodologies such as Lean Six Sigma.

To Apply:

Applicants must submit the following documents using the online application:

Cover Letter, Resume, and Contact information for three references 

For questions regarding your application and additional options to apply, contact Human Resources at or 920-424-1166.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by December 22, 2017 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. This is an internal search that will only consider current UW Oshkosh employees. 

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.


Advertised: Central Standard Time
Applications close:

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Equal Opportunity and Affirmative Action Employer

All candidates for employment are subject to a pre-employment screening which includes a review of criminal records, reference checks, and verification of education.

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