Chancellor's Office: Executive Administrative Assistant to the Chancellor — JR10016408. (Must be a current employee of UW-Eau Claire or UW-Eau Claire Barron County)

POSITION SUMMARY: A full-time, professional academic staff position is available in the Chancellor’s Office beginning November 9, 2026. The working title for this assignment is Executive Assistant to the Chancellor with an official title of Executive Assistant II. This is a renewable assignment contingent on performance and funding. The salary will be commensurate with experience and qualifications. Must be a current employee at UW-Eau Claire or UW-Eau Claire Barron County.

The Executive Assistant to the Chancellor provides advanced administrative, organizational, and operational support to the Chancellor and Chancellor's Office. This position serves as a central point of coordination for executive office activities and helps facilitate communication and collaboration among university leadership, faculty, staff, students, community partners, donors, alumni, and members of the public.

Reporting directly to the Chancellor, with a dotted-line relationship to the Chief of Staff, the Executive Assistant ensures the efficient operation of the Chancellor's Office through effective coordination of schedules, communications, meetings, events, and administrative processes. The position works closely with the Chief of Staff to provide day-to-day guidance regarding office priorities, workflow coordination, special projects, and operational activities that support the strategic objectives of the Chancellor's Office.

The Executive Assistant exercises sound judgment, maintains confidentiality, and provides exceptional customer service while fostering positive working relationships across the university and external community.

MINIMUM QUALIFICATIONS:

• Excellent 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)
• Must be a current employee at UW-Eau Claire or UW-Eau Claire Barron County

PREFERRED QUALIFICATIONS:

• A bachelor’s degree from a regionally accredited institution is preferred.
• Experience working in an administrative support role.

PRIMARY RESPONSIBILITIES:

A. Executive Administrative Support and Office Coordination (80%)

A.1 Coordinate Executive Scheduling and Office Operations

• Manage the Chancellor's calendar and schedule to support institutional priorities and commitments.
• Coordinate meetings, events, travel arrangements, and related logistics.
• Prepare meeting materials, background information, agendas, and supporting documentation.
• Schedule and coordinate executive office activities involving internal and external stakeholders.
• Assist in managing competing priorities and requests for the Chancellor's time and attention.

A.2 Facilitate Communication and Constituent Engagement

• Serve as an initial point of contact for the Chancellor's Office.
• Respond to inquiries and direct requests to appropriate university resources.
• Coordinate communications between the Chancellor and internal and external stakeholders.
• Support positive and professional interactions with faculty, staff, students, alumni, donors, community partners, and members of the public.

A.3 Support Collaborative Chancellor’s Office Operations

• Partner with the Chief of Staff to coordinate follow-up actions, meetings, projects, and office priorities.
• Assist with planning and implementation of executive office initiatives and events.
• Track assignments and deadlines to ensure timely completion of action items.
• Coordinate information flow between executive leadership and campus stakeholders.
• Work with the Director of University Communications and the Public Relations Manager to support the crisis communication process, including responding to public outreach, supporting internal emails and responses, and creating summaries for senior leaders.
• When needed, support press conferences and media events.
• Support collaboration among Chancellor's Office staff and university partners.

A.4 Administrative Records and Process Management

• Maintain administrative records and files in accordance with university policies.
• Coordinate document preparation, routing, and approval processes.
• Manage office correspondence and records retention activities.
• Assist with reporting requirements and administrative documentation.
• Recommend improvements to administrative processes and office procedures.

A.5 Event and Hospitality Coordination

• Assist in welcoming visitors, guests, and external partners to the Chancellor's Office.
• Collaborate with campus departments to support executive-level events and engagement activities, including Chancellor-hosted meetings, and functions.
• Ensure appropriate arrangements and follow-up for special events and meetings.
• Partner with campus resources (Event Production, Facilities, University Marketing, LTS, and Printing Services) to execute events and functions.

B. Financial and Administrative Support (10%)

• Process expense reimbursements, purchasing transactions, memberships, subscriptions, and related administrative activities.
• Assist with budget monitoring and tracking of Chancellor's Office expenditures.
• Coordinate financial documentation in accordance with university policies and procedures.
• Work with campus business services staff to ensure accurate and timely processing.

C. Other Duties as Assigned (10%)

• Support special projects and initiatives within the Chancellor's Office.
• Provide operational support during periods of transition or high-volume activity.
• Participate in professional development and training opportunities.
• Contribute to a collaborative and service-oriented office environment.

Knowledge, Skills and Abilities

• Skilled at providing administrative support to high-level administrators.
• Exceptional public relations skills.
• Effective written and oral communication skills.
• Effective interpersonal skills, working well in team environment.
• Ability to maintain a high level of professionalism in communicating and working with diverse groups.
• Ability to use discretion in responding to confidential matters.
• Strong organizational skills, including the ability to multi-task and plan ahead.
• Ability to exercise significant initiative in problem-solving, prioritizing and independent decision making.
• Exceptional accuracy and attention to detail in all correspondence.
• Skilled at coordinating high-level administrators’ schedules.
• Ability to accurately manage budgets and understand campus financial processes.
• Proficiency with various software applications, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Visio, Access) and electronic calendars.
• Ability to update content on a website, using software such as Drupal.

THE UNIT: The chancellor’s staff is committed to advancing the university strategic plan, supporting student success, providing for the public good, and ensuring the tradition of excellence endures throughout UW-Eau Claire’s second century of leadership in higher education.

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-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation.

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.

APPLICATION PROCEDURE: Applications are submitted electronically. To apply for this internal position, log into your Workday account. Click on Organization on the left sidebar. Then access Jobs Hub. Then Browse Jobs. In the search bar, enter 10016408 (Chancellor’s Executive Administrative Assistant). Then click on the position announcement. Please be sure you have included the following in PDF format:

• Letter of application
• Resume
• Names and contact information for three references.

Please direct requests for additional information to:

Barb Hanson, Human Resources, hansonbj@uwec.edu

To ensure consideration, completed applications must be received by 4:30 p.m. on 11/5/2026. However, screening may continue until position is filled. The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process regarding past conduct related to sexual violence and sexual harassment.

The University of Wisconsin 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 Wis. Stat. §. 19.36(7).

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority(CSA) policy.

UW-Eau Claire is an AA/EEO/Veterans/Disability employer