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
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.