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Dean's Assistant

Apply now Job no: 496540
Work type: Full-time
Location: Oshkosh
Categories: University Staff

Working Title:  Dean's Assistant
Official Title:  Dean Assistant 
Employment Class:  University Staff
FTE:  1.0
Compensation:  $16.67 - $20.75
Terms of Employment: Continuous 
Position Summary: The individual in this position provides administrative support to the dean in the management of the Dean’s Office, Human Resource functions, external relations activities, and governance committee activities related to the College of Nursing. This position reports to the Dean of the College of Nursing (CON).


35% Administrative Assistance to Dean

a. Monitor and maintain departmental or college email accounts.

b. Screen calls, mail, and requests for appointments. Forward queries as necessary.

c. Schedule appointments and conferences for Dean. Maintain tickler file containing materials for upcoming conferences, meetings, deadlines, pending items, and items for discussion.

d. Manage the Dean’s outgoing and incoming correspondence. Research and attach needed background documentation.

e. Independently prepare or edit correspondence for Dean.

f. Exercise confidentiality and discretion in all dealings with administrators, faculty, and staff. Keep the Dean apprised of situations that require the Dean’s attention.

g. Provide related support for the Dean’s travel reimbursements, special program expenditures, memberships, subscriptions, and publications.

h. Schedule meetings for all college-level committees and councils as directed by the dean: Faculty Meetings, College Committee, Operations Team, Equipment team and other college standings, ad hoc, and task force committees as needed. Invite and coordinate the attendance of meeting guests.

i. Plan and coordinate the College of Nursing Advisory Council and Board of Visitor meetings and events.

j. Make room reservations and other logistical arrangements as required.

k. Prepare and distribute agendas, including related materials pertaining to agenda

items. Compose and/or type confidential material, including committee minutes,

for faculty in the college

l. Record and distribute minutes. Maintain college master files in cooperation with

appropriate administrators.

m. Post meeting announcements as required by the Wisconsin Open Meetings Law.

n. Plan and coordinate, with the assistance of college staff, other college events and

functions as needed, e.g., college speakers, receptions, celebrations, etc.

o. Perform whatever duties are necessary to ensure the smooth, efficient, and effective operation of the office.


20%  Interpretation and Communication of Complex Policies

a. Interpret personnel policies, procedures, and forms for the Dean, directors, faculty/academic staff, program assistants and administrators.

b. Independently research personnel files/records to provide detailed information for the Dean, System legal counsel, Affirmative Action Officer, and Provost related to complex and often confidential personnel actions/situations.

c. Advise department directors regarding the interpretation of College and University policies for recruitment procedures, affirmative action, and advertising. Communicate with departments as needed regarding College and Affirmative Action policies and procedures.

d. Provide a variety of information to administrators, faculty, staff, and students and make necessary referrals to appropriate academic departments and other offices on campus.

e. Advise College directors, faculty and staff regarding the interpretation of University and College policies on tenure and renewal, promotions, and program review.

f. Interpret student affairs policies, rules, procedures and guidelines for the public, students, faculty and directors, providing advice and/or forms.


20% Human Resources Support

a. Monitor the CON’s renewal, tenure, and promotion schedule, advising relevant parties of the information and need to take-action by prescribed deadlines. Collect and compile confidential data. Prepare and send out notifications, and organize documentation, for faculty and academic staff tenure/renewals, promotions, post-tenure reviews, administrative compensation, performance evaluations, etc. Maintain and check for completeness as per University policy, for faculty and staff tenure, renewal and promotion files that come through the Dean’s Office annually. Prepare statements and forms, ensuring the accuracy of such.

b. Review the administrative calendar from the provost and notify the dean of personnel-related deadlines. Continue to monitor deadlines, keeping the dean, staff, and department chairs appraised to ensure deadlines are met.

c. Receive requests from faculty/staff requiring personnel action and complete/ensure

completion of appropriate paperwork (PTF, separation checklist, emeritus status

decision), retirements and resignations.

d. Manages applications in the PageUp system.

e. Perform other duties as assigned by the Dean.


15%  Administrative Management: Program Areas

a. Provide administrative support and policy guidance to the CON Faculty meetings, College Committee, Personnel and Promotions committees. FACULTY meetings: Serve as a resource person regarding college and university policies and procedures. In collaboration with support staff, ensure that Dean’s Office records are current and complete with regard to all college policies including department tenure and renewal policies, department bylaws and merit policies.

b. Initiate, follow through and record affiliation agreements (contracts) for the purposes of clinical education. Maintain effective policies regarding the administration of contracts.

c. Monitor the Board of Nursing, UW System, UW Oshkosh and College of Nursing administrative deadlines, keeping relevant administrators informed and helping to ensure deadlines are met.

d. Provide administrative assistance in research, preparation, composition, and compilation of information for special projects and reports upon request.

e. Work closely with office staff to prepare financial paperwork as needed and ensure processes are complete, including reconciliation of CON deposits and accounts receivable.

f. Initiate request for key distribution and keycard access for all CON personnel.

g. Initiate, interpret, verify, prepare, submit, follow through and provide instruction, verbal and written, regarding office assignments and other onboarding information.

h. Coordinate telephone service for college personnel and authorizing all connects and disconnects.

i. Maintain CON internal directories and departmental email address list.

j. Work with office staff to maintain and update administrative files, determine which files are to be archived and to maintain archives in the storeroom.


10%  Advertising and Marketing

a. Explore websites and/or contact relevant journals/organizations throughout the country to determine deadline dates, methods of submission and costs associated with placing ads.

b. In consultation with Dean, edit and rewrite ads, adjusting application date when necessary and applying mandatory affirmative action criteria. Liaison with Affirmative Action; resolve advertising issues.

c. Submit ads to various higher education publications and appropriate newspapers via letter, fax, e-mail attachment, or online form. Advise department director when an ad has been placed; check online sites for accuracy.

d. Maintain spreadsheet and files for advertised positions, tracking through completion.

e. Maintain a log of department advertising costs to stay within the advertising budget.

f. Reconcile advertising expenditures charged to the College procurement card with the monthly statement. Communicate errors and discrepancies to appropriate parties and follow up to ensure appropriate credits are posted to the account.          


Ability to manage multiple tasks and effectively organize work to meet many tight deadlines

Effective oral and written communication skills to communicate and interact with a diverse community

Exhibit the ability to resolve problems in a professional manner

Experience handling sensitive information and maintaining confidentiality.

Proficient computer skills to prepare documentation, perform data entry and retrieval utilizing word processing and spreadsheet software, interactive database systems, and website maintenance.

Ability to work independently, plan and organize complex tasks, problem solve, establish priorities and complete multiple tasks under stressful conditions

Ability to read, analyze and comprehend information and make effective decisions

Experience writing and editing correspondence with high attention to detail and accuracy of grammar, spelling, and punctuation.

High School diploma or GED and four (4) years of office work or education/training. Work experience to be progressively more responsible.


Comprehensive understanding of the College of Nursing and University procedures and policies and familiarity with the university’s organizational structure.

Capacity to learn new or changes processes or applications quickly.

Engage in all job-related interactions with a courteous and professional attitude.

Willingly collaborate/assist other classified staff when possible, work as a team.

Participate in professional development and training to become more effective and efficient in the position.

Bachelor's Degree from regionally accredited college preferred.

To Apply:

Applicants must submit the following documents using the online application:

Cover Letter, Resume, and contact information for three references. 

UWO is committed to building a culturally diverse employee workforce and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.

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 November 7, 2018, 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.

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.



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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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