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Dean's Assistant

Apply now Job no: 500143
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff

Official Title: Administrative Assistant III
Business Title: Dean's Assistant
Employment Class: University Staff
FTE: 1.00
Compensation: $22.12 - $26.92 per hour
FLSA Status: Non-Exempt
Terms of Employment: Continuous
Position Summary:

Provides general administrative support, while exercising discretion, to the administrator of a department or division of the institution or to the administrator of multiple institution programs, services, and activities. This position provides administrative support to the Dean in the management of the Dean’s Office, Human Resources liaison, external relations activities, and governance committee activities related to the College of Business.

UW Oshkosh provides a competitive benefits package for all benefit-eligible positions. Click here for more details.

Responsibilities

Administrative Assistance to the Dean: 45%
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums.
• Manages the Dean’s calendar and makes appointments, reservations, schedules meetings for the Dean and sends appropriate announcements as needed.
• Prepares and audits complex records, edits documents, and reviews work done by others.
• Develops, sends, receives, copies, and distributes communication to the appropriate entities according to the established policies and procedures.
• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to the established policies and procedures.
• Processes the Dean’s expenses; special program expenditures, memberships, and subscriptions.
• Maintains files for the Dean. Assists in the maintenance of files for other college-level activities and initiatives through cooperation with appropriate administrators, faculty, and staff. Devises and maintains continuity from archived to current files to provide comprehensive systems.
• Assists the Dean with the CAPP Instructor Qualifications process, maintains CAPP instructor records in the CAPP Teams Site, and coordinates with the CAPP Office.
• Completes special projects as requested by the dean.
• Updates content on the applicable COB web pages (i.e., update the Business Advisory Council Member profiles).


Human Resources: 30%
• Monitors the COB’s renewal, tenure and promotion schedule, advises the Dean, department chairs and administrators of relevant information and prescribed deadline dates.
• Serves as administrator for the Faculty Review Committee.
• Reviews the administrative calendar from the Provost and notifies the Dean of personnel-related deadlines. Monitors administrative deadlines, keeps the Dean, Dean’s staff, and chairs apprised to ensure deadlines are met.
• Receives requests from faculty/staff requiring personnel actions and completes/ensures completion of appropriate paperwork (PTF, separation checklist, emeritus status decision, etc.
• Advises college chairs, faculty and staff regarding interpretation of University and College policies on tenure, renewal, promotions, and program review.
• Maintains confidential personnel files as required by the Dean (e.g. prepares letters for renewal/non-renewal, tenure, promotion and salary administration, other personnel needs and records, contractual agreements, etc.)
• Serves as Employee Unit Coordinator for the College.
• Resolves issues related to College recruiting and hiring through policy research, liaisons with Human Resources.
• Ensures additions/removals of faculty/staff to areas necessary as personnel are hired or terminate.


College Meeting and Event Support: 15%
• Coordinates all meetings chaired by the Dean including College Council, Business Advisory Council, Faculty Meetings, Staff Meetings, etc.
• Schedules meetings for all college-level committees and councils as directed by the Dean.
• Makes room reservations and other logistical arrangements as required.
• Posts meeting announcements as required by the Wisconsin Open Meetings Law.
• Compiles, prepares, and distributes agendas, including related materials pertaining to the agenda items.
• Records and distributes minutes. Maintains College master files in cooperation with appropriate administrators.
• Invites and coordinates the attendance of meeting guests asked to provide information on particular agenda items.
• Serves as Sage Hall building manager, coordinating approval all requests for use of Sage Hall open spaces.
• Plans and coordinate the Business Advisory Council profiles, profile list, meetings, and events.
• Plans and coordinates, with the assistance of college staff, other college events and functions as needed, e.g., college speakers, picnics, receptions, celebrations, etc.
• Other projects as requested.


Other Dean’s Assistant Activities: 10%
• Maintains confidentiality of college and donor records as appropriate.
• Assists with inventory and purchase of Dean’s Office supplies following appropriate University and COB processes and requirements.
• Acts as COB electronic distribution list manager. Updates lists as changes occur.
• Acts as COB hard copy distribution list manager. Updates COB department, administrative, and committees lists in a timely fashion.
• Maintains Dean’s Executive Assistant procedures manual.
• Provides backup for Dean’s Office staff ensuring a friendly, mentoring and cohesive team approach.
• Cooperatively assists in the maintenance of College policies by updating materials in the College of Business Handbook.
• Disseminates information and improves access to information needed by people in COB.
• Manages and distributes permits for the COB Reserved parking spaces.
• Works to continuously improve operations, including staying current on technological changes that can improve operations (e.g., MS Teams Site Management)
• Maintains operation of office copier.
• Ensures a clean office environment.
• Other projects as requested.


Some functions of this position may be required before or after normal business hours. These occasions should be rare.

Qualifications  
Required: • High level of professionalism and confidentiality
• Strong organizational skills and attention to detail related to records management
• Excellent computer skills, including MS Office products
• Strong customer service skills
• Ability to manage the organization, auditing, security, and confidentiality of records and files
• Ability to prioritize and manage multiple projects at the same time
• Excellent written and verbal communication skills
• Proven ability to work independently and in a team environment as a lead
• Ability to analyze problems objectively; to make effective recommendations and to assist with the implementation of solutions to these problems
• Demonstrated commitment to continuous improvement
• Demonstrated commitment to diversity, equity, and inclusion
Preferred: • High level of problem solving and decision making
• High level of critical thinking skills
• Ability to learn new or changed processes or applications quickly and strong desire to stay current on software changes
• Ability to interpret and apply university and system policies and procedures
• Ability to develop and facilitate communication of varying complexity between various internal and external stakeholders
• Technology proficiency including, but not limited to, the following software applications:
  o Microsoft Suite
  o Electronic calendar and email systems; OneDrive; Google Docs; SharePoint, etc.
  o Proprietary software such as ShopUW+, HRS, WISER, etc.
  o Teams, Zoom, and other virtual platforms
To Apply:

Applicants must submit the following documents using the online application: Resume, cover letter, 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.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by June 8th, 2022 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.