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Dean Assistant

Apply now Job no: 498622
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff

Working Title: Dean's Assistant
Official Title: Dean Assistant
Employment Class: University Staff
FTE: 1.0
Compensation: $18.30 - $22.87
FLSA Status: Non-Exempt
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 and governance committee activities related to the College of Nursing. This position reports to the Dean of the College of Nursing (CON).

KEY RESPONSIBILITIES

  • Provide primary administrative support to the Dean and assist with general human resources duties.
  • Responsible for screening and evaluating correspondence and reports; bringing important and urgent matters to the attention of the Dean; selectively providing information to University administrators, faculty, staff, students and the public regarding matters of a sensitive or confidential nature.
  • Respond interpretatively to inquiries from faculty, students, administrators, and the public concerning departmental and university administrative policies and procedures.
UW Oshkosh provides a competitive benefits package for all benefit-eligible positions. Click here for more details.
Responsibilities

1. Administrative Assistance to Dean - 35%

  1. Monitor and maintain departmental or college email accounts including College of Nursing (CON) admin account.
  2. Screen calls, mail, and requests for appointments. Forward queries as necessary.
  3. Schedule appointments and conferences for Dean. Maintain tickler file containing materials for upcoming conferences, meetings, deadlines, pending items, and items for discussion.
  4. Manage the Dean’s outgoing and incoming correspondence. Research and attach needed background documentation.
  5. Independently prepare or edit correspondence for Dean.
  6. Exercise confidentiality and discretion in all dealings with administrators, faculty and staff. Keep the Dean apprised of situations that require the Dean’s attention.
  7. Provide related support for the Dean’s travel reimbursements, special program expenditures, memberships, subscriptions, and publications.
  8. Schedule meetings for all college-level committees and councils as directed by the Dean: Faculty Meetings, College Committee, Operations Team, Search and Screen, Equipment and Simulation team and other college standing, ad hoc, and task force committees as needed. Invite and coordinate the attendance of meeting guests.
  9. Make room reservations and other logistical arrangements as required.
  10. 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
  11. Record and distribute minutes. Maintain college master files in cooperation with appropriate administrators.
  12. Post meeting announcements as required by the Wisconsin Open Meetings Law.
  13. Plan and coordinate, with the assistance of college staff, other college events and functions as needed, e.g., college speakers, receptions, celebrations, etc.
  14. Perform whatever duties are necessary to ensure the smooth, efficient, and effective operation of the office.

2. Interpretation and Communication of Complex Policies - 20% 

  1. Interpret personnel policies, procedures and forms for the Dean, directors, faculty/academic staff, program assistants and administrators.
  2. 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.
  3. Advise department directors regarding 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.
  4. Provide a variety of information to administrators, faculty, staff and students and make necessary referrals to appropriate academic departments and other offices on campus.
  5. Advise College directors, faculty and staff regarding interpretation of University and College policies on tenure and renewal, promotions, and program review.
  6. Interpret student affairs policies, rules, procedures and guidelines for the public, students, faculty and directors, providing advice and/or forms.

3. Human Resources Support – 20%

    1. 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 accuracy of such.
    2. 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.
    3. Perform other duties as assigned by the Dean.

4. Administrative Management: Program Areas - 20%

    1. Provide administrative support and policy guidance to the CON Faculty meetings, College Committee, Personnel, Search and Screen, and Promotions committees. FACULTY meetings: Serve as 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.
    2. Initiate, follow through and record affiliation agreements (contracts) for the purposes of clinical education. Maintain effective policies regarding the administration of contracts.
    3. 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.
    4. Provide administrative assistance in research, preparation, composition, and compilation of information for special projects and reports upon request.
    5. Initiate, interpret, verify, prepare, submit, follow through and provide instruction, verbal and written, regarding office assignments and other onboarding information.
    6. Monitor, maintain, and approve CON employee email list. Calculate and maintain list of voting members of CON faculty.
    7. Work with office staff to maintain and update administrative files, determine which files are to be archived and to maintain archives in the storeroom.

5. Advertising and Marketing - 5%

  1. Explore websites and/or contact relevant journals/organizations throughout the country to determine deadline dates, methods of submission and costs associated with placing ads.
  2. 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.
  3. Submit ads to various higher education publications and appropriate newspapers via letter, fax, e-mail attachment, or online form. Advise department director when ad has been placed; check online sites for accuracy.
  4. Maintain spreadsheet and files for advertised positions, tracking through completion.
  5. Maintain a log of department advertising costs to stay within advertising budget.
  6. 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.
Qualifications  
Required:

•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.
• Demonstrated commitment to diversity, equity, and inclusion.

Preferred:

•Comprehensive understanding of College of Nursing and University procedures and policies and familiarity with the university’s organizational structure.
•Capacity to adapt to change, and learn new processes and applications quickly.
•Engage in all job-related interactions with a courteous and professional attitude.
•Willingly collaborate/assist other classified staff when needed, 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.

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

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in 2021. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by Monday, August 23, 2021, 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.

Legal Notices:

AA/EO Statement
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

DEI Statement
Diversity drives innovation, creativity, and progress. At the University of Wisconsin Oshkosh, the culture, identities, life experiences, unique abilities, and talents of every individual contribute to the foundation of our success. Creating and maintaining an inclusive and equitable environment is of paramount importance to us. This pursuit prepares all of us to be global citizens who will contribute to the betterment of the world. We are committed to a university culture that provides everyone with the opportunity to thrive.

Reasonable Accommodations
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact afaction@uwosh.edu or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Work Authorization
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/, or call UWO Police Department, at (920) 424-1212 for a paper copy.

 

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Equal Opportunity and Affirmative Action Employer

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Contact Us

recruitment@uwosh.edu
920-424-1166

Reasonable Accommodations

The University of Wisconsin Oshkosh is committed to the full inclusion of all qualified individuals. As part of this commitment, UW Oshkosh will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources, Equal Opportunity, Equity & Affirmative Action, (920) 424-1166 or afaction@uwosh.edu.