Dean's Assistant - College of Letters and Sciences - 15606

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INTRODUCTION:

The College of Letters and Sciences at the University of Wisconsin - Whitewater seeks to hire a dean’s assistant.

This position reports directly to the Dean of the College of Letters and Sciences (L&S). The position is responsible for providing administrative assistance to the Dean, administrative management in personnel related issues, and the maintenance and development of administrative records. The College of L&S is comprised of 14 academic departments and the Dean’s office oversees approximately 300 faculty and staff members.

JOB DUTIES:

40% A. Administrative Support to the Dean

1. Research and assist the Dean in preparation of college data, administrative documents, and reports.
2. Manage Dean's schedule and electronic calendar. Coordinate meeting times, dates, and location for individuals or groups at the Dean's request.
3. Screen calls, visitors, and requests for appointments by evaluating requests for information. Respond to requests or refer to appropriate individual or office.
4. Analyze and discreetly reply to inquiries.
5. Supervise security of a master key for the building.
6. Schedule rooms LT 4120, LT 4012, and LT 4016 for various internal and external groups. Arrange for refreshments and facility requirements as necessary.
7. Prepare, forward, and follow-up on college-related transmittals regarding the actions of the Administrative Council, Dean's Advisory Board, Dean's Student Advisory Committee, and other committees and boards as required.
8. Schedule and attend bi-monthly Administrative Council meetings. Assemble topics and take minutes. Prepare and distribute agendas and minutes.

25% B. Administrative Management in Personnel Areas

1. Review academic calendar from the Provost and advise Dean of pertinent deadlines for written reports and communication with Provost. Monitor deadlines and keep the Dean informed of deadlines pertinent to reappointment, promotion, and salary recommendations.
2. Review and edit recruitment forms from the department chairs. Work with department and search chairs to resolve problems. Maintain a working log of searches.
3. Submit recruitment advertisements to The Chronicle of Higher Education and Diversity (if applicable). Inform Associate Dean of expenses.
4. Receive and review reappointment materials (Purple Books). Work with chairs to ensure procedures are correctly followed.
5. Receive and process requests from faculty/academic staff requiring personnel action, (i.e., retirements, resignations, leave of absence, etc.). Work with department chairs and Dean to ensure accurate and proper correspondence of forms.
6. Establish and maintain confidential records on all faculty and staff in the College.
7. Maintain and process promotion recommendations.
8. Collect departmental annual reports for the Dean's review and help prepare CoLS Annual Report for the Provost.
9. Update and distribute bylaws to faculty.
10. Act as coordination liaison between Dean and college advancement officer and other external committees, and student associations.
11. Act as Deputy of Custodian of Records.

10% C. Budget Maintenance

1. Maintain log of credit cards and expenditures.
2. Set up contracts for maintenance, and lease agreement on equipment in the L&S Dean’s complex. Arrange for equipment repairs as needed.
3. Assist Dean and/or Associate Dean with requests, (i.e., work orders, purchase requisitions, on-line ordering, expense transfers, etc.).
4. Monitor the office supply account and reconcile the account using WISDM.
5. Prepare UW-Whitewater Foundation check requests as needed.

15% D. Miscellaneous duties

1. Assist Associate and Assistant Deans as needed.
2. Provide administrative support to the college advancement officer relevant to college events, (i.e., scheduling, reservations, attending college events, etc.) as needed.
3. Maintain supplies and copier in the Dean’s Office supply room. This will require ordering and organizing office supplies as well as toner and paper for the copier and contacting the copier repair center when needed.
4. Liaise with L&S academic department associates. Assemble group meetings as necessary.
5. Assist with problems related to Laurentide Lost & Found and vending machine issues.
6. Learn campus applications such as TAM, E-reimbursement, Peoplesoft, Courseleaf and provide support to Dean’s Office staff when needed.
7. Other duties as assigned by the Dean.

10% E. Serve as Administrative Assistant for the College Committees and Special Events

1. Work with the committee chairpersons in all matters and serve as liaison to Dean's Office.
2. Work with Saunders Award for Excellence in Teaching in the Humanities and with the L&S Awards Committees.
3. Provide support for Assistant Dean and members of the University Writing Awards Committee, including organizing the awards ceremony and processing award payments.
4. Initiate materials for the College Awards in Research, Service, and Teaching.
5. Arrange for delivery of E3 faculty awards, including requesting plaques and engraving plates for recipients and processing award payment when applicable. Maintain log of award recipients.
6. Request representatives from L&S departments to serve on College committees. Receive nominations and check for eligibility. Know and apply College rules and regulations.
7. Manage the election process for college committees, including: receiving nominations, determining eligibility, and to prepare, distribute and tally electronic ballots for various elections, and other related activities.
8. Coordinate elections with administrative staff and faculty. Disseminate election results. Work with College Technology Coordinator to update committee lists on College webpages.
9. Plan and coordinate all non-academic aspects of the College’s annual fall retreat.
10. Plan and coordinate all non-academic aspects of the Dean’s Advisory Board annual meeting.
11. Coordinate the monthly meetings of the Dean’s Advisory Council, including the ordering of refreshments.
12. Review scholarships administered through the Dean’s office, assist the selection committee and plan the College Spring Scholarship Event.

QUALIFICATIONS:

Minimum Qualifications:

• High School diploma
• 2 years of office experience 

Desired Qualifications:

• College degree
• 2 years of office experience in an institution of higher learning

Knowledge, Skills and Abilities:

• Ability to exercise confidentiality and discretion
• Knowledge of computer systems, applications and software (e.g., WISDM, TAM, E-Reimbursement, Outlook, Word, Excel, PowerPoint, 25 Live, etc.)
• Excellent customer service skills
• Excellent oral and written interpersonal communication skills
• Strong managerial and organizational skills
• Ability to set priorities and meet deadlines
• Ability to multi-task and work independently
• Ability to supervise employees
• Ability to interact with administrators, co-workers and students
• Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills

CAMPUS INFORMATION:

UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions, 13 freshman-sophomore branch colleges, and a statewide Extension. In the fall of 2018, as a result of the University of Wisconsin System’s restructuring of the state’s 13 two-year campuses formerly known as UW Colleges, UW–Rock County began operating as a branch campus of UW–Whitewater under the new name of University of Wisconsin–Whitewater at Rock County. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. Founded in 1868, the University of Wisconsin-Whitewater Campus and Rock Campus are located conveniently near Milwaukee, Madison, and Chicago, and thus offers the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.

The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs. UW-Whitewater has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. The campuses have more than 200 student organizations and UW-Whitewater is a Division III NCAA university. UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 26-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per UPS Operation Policy: TC1, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.

SPECIAL NOTES:

UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater 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. If you have questions regarding this, please contact Human Resources.

TO ENSURE CONSIDERATION:

Applications received by June 18, 2019 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.

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 us at 262-472-1024 or hrstudent@uww.edu.

For questions regarding the position, please contact:

Rebekah Russell
Dean's Assistant
MadiaRJ01@uww.edu
262.472.1621

HOW TO APPLY:

Only complete application packages will be considered. A complete application includes online submission of the following documents:

• Resume/CV
• Cover Letter/Letter of Interest
• Three Professional/Supervisory References with names and contact information

This Job ID is 15606

Who Are You?

A potential applicant who is NOT currently employed by the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater External Applicants

A current employee of the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater Internal Applicants

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