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Position Title:
Student Affairs: Executive Assistant
Job Category:
Academic Staff
Employment Type:
Regular
Job Profile:
Executive Assistant I
Job Duties:
A full-time, professional academic staff position is available in the Division of Student Affairs/Dean of Students Office beginning in December of 2026. The working title for this assignment is Student Affairs Executive Assistant I 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.
Provides executive-level administrative support to the Vice Chancellor for Student Affairs and advances the operational goals of the Student Affairs Division and Dean of Students Office. Coordinates and supports the student insurance claims process for Student Health Service. Exercises a high degree of discretion, sound judgment, and independence in managing responsibilities, while providing administrative support and contributing to the effective operation of the Dean of Students Office.
JOB RESPONSIBILITIES
- Coordinate and manage calendars, schedules, travel arrangements, meetings, conferences, and related logistics for the Vice Chancellor for Student Affairs, Student Affairs leadership, and the Dean of Students Office.
- Review, prioritize, and evaluate correspondence, reports, and other communications; recommend appropriate actions and responses to support informed decision-making.
- Develop, coordinate, and facilitate communications of varying complexity with internal and external stakeholders, ensuring accuracy, professionalism, and timeliness.
- Manage the organization, retention, security, confidentiality, and auditing of divisional records and files in accordance with university policies and applicable regulations.
- Coordinate and process travel authorizations, arrangements, reimbursements, and expense reporting for the Vice Chancellor for Student Affairs.
- Assist with the development, monitoring, reconciliation, and reporting of departmental and divisional budgets.
- Review, process, and approve expenditures in accordance with university policies, procedures, and budget guidelines.
- Plan, coordinate, and support all aspects of meetings, events, and special programs, including scheduling, logistics, agenda development, materials preparation, and follow-up activities.
- Enter student case information utilizing university student information and case management systems while ensuring data integrity and confidentiality.
- Coordinate the submission and processing of international student insurance claims and Forward Health claims for Student Health Service.
- Prepare and maintain deposit documentation and related financial records for Student Health Service insurance payments.
- Provide administrative and operational support to staff within the Dean of Students Office to ensure efficient and effective office operations.
- Perform additional duties, special projects, and assignments as directed by the Vice Chancellor for Student Affairs in support of divisional priorities and strategic initiatives.
Key Job Responsibilities:
- Schedules logistics for meetings, conferences, and travel and organizes schedules for a college or division leadership position
- Compiles, screens, and evaluates correspondence and reports and recommends actions
- Develops and facilitates communications of varying complexity between various internal and external stakeholders
- Manages the organization, auditing, security, and confidentiality of records and files
- Monitors budgets and reviews and approves expenditures
Department:
The Division of Student Affairs consists of approximately 85 staff and is dedicated to connecting Blugold students with the resources and support they need to succeed academically and personally. Through a variety of programs, services, and partnerships, we foster student engagement, health, well-being, and development throughout their journey at the university.
Compensation:
Commensurate on qualifications and experience.
Required Qualifications:
- Bachelor’s degree, associate’s degree, or equivalent combination of education and relevant professional experience.
- Demonstrated experience providing executive-level administrative support in a complex and fast-paced professional environment.
- Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
- Strong analytical and critical thinking skills, with the ability to assess information, identify solutions, and make sound recommendations.
- Experience developing, monitoring, reconciling, and managing budgets and financial resources.
- Demonstrated ability to build and maintain positive professional relationships and establish rapport with students, colleagues, and diverse stakeholders.
- Excellent oral, written, and interpersonal communication skills, with the ability to communicate effectively with individuals at all organizational levels.
- Exceptional organizational, problem-solving, prioritization, and decision-making skills, with the ability to manage multiple responsibilities and competing deadlines.
- Proven ability to exercise discretion, sound judgment, and tact while handling sensitive and confidential information.
- Ability to work independently with minimal supervision while contributing effectively as a member of a collaborative team.
Preferred Qualifications:
- Master’s degree.
- Demonstrated experience managing multiple budgets and financial accounts with a high degree of accuracy and attention to detail.
- Knowledge of UW-Eau Claire and Universities of Wisconsin policies, procedures, and administrative practices.
- Experience working with higher education administrative, student support systems and medical billing programs, such as Canvas, CampS, BP Logix, Workday, WISER, Forward Health billing, Maxient or comparable case management software, PNC Software or similar medical records, financial/insurance billing systems.
- Experience processing and managing insurance billing, claims, reimbursements, and related documentation.
- Basic knowledge of medical terminology and healthcare insurance processes, including claims submission and reimbursement procedures.
How to Apply:
To ensure consideration, completed applications must be received by November 9, 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
Contact Information:
Vice Chancellor of Student Affairs, Gregory Heinselman. HEINSEGM@uwec.edu
Special Notes:
INSTITUTIONAL OVERVIEW
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. To learn more about UWEC, visit https://www.uwec.edu/human-resources/employment-opportunities/ .
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.
ADDITIONAL INFORMATION
The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.
The Universities of Wisconsin 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 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.
