Dean's Assistant - College of Education and Professional Studies - 21601

INTRODUCTION:

 

The College of Education and Professional Studies and the University of Wisconsin-Whitewater seeks a Dean's Assistant (Administrative Assistant III, AD003).

 

JOB DUTIES:

 

This position provides administrative assistance under the direction of the dean of the College of Education and Professional Studies and reports directly to the dean. This position is responsible for general administrative support to the dean, as well as college budget management and the support of college personnel.

The College of Education and Professional Studies at UW-Whitewater includes seven academic departments. The dean's office oversees approximately 190 faculty and staff members and has an estimated spending authority of approximately 7.2 million dollars.  

Budget Management 

• Evaluate, analyze, classify, record and process various college expenditure requests to ensure appropriate charges in compliance with college, campus and system guidelines and procedures. Monitor the office accounts and reconcile the accounts monthly using WISER (soon to be Workday).
• Collaborate regularly with the dean on budget planning and supervision for college.
• Establish, maintain, and reconcile detailed ledgers for multiple complex budgets. Verify expenditures and revenue deposits for all organization codes and foundation accounts. Oversee organization codes/account reports for accuracy, including any carry-over allocations.
• Support department assistants and chairs with their budget work.
• Exercise confidentiality and discretion related to faculty and staff salary, stipends, benefits and awards, as well as administrative and classified staff salary and benefit allocations and expenditures.
• Identify and resolve any billing, org/account discrepancies.  Coordinate corrections with vendors, campus purchasing, financial services, Foundation offices, and university units.  Initiate transfers of incorrectly charged expenditures.
• Establish and maintain accurate financial records. Audit and examine reimbursement forms for accuracy and compliance with college policies and procedures, advise dean on current budget balances and verify accuracy of invoices.
• Prepare requisitions and purchase orders for all equipment for the dean's office, supply orders for building workrooms, travel allocations, and special projects.  Review outgoing requisitions to verify accuracy of accounts, totals and adherence to college, university and system policies and procedures.
• Collect annual reports from college sub-units and departments for dean's review and report to provost.
• Update and distribute information related to the College of Education and Professional Studies, including staffing updates; changes in committee structures, functions and memberships; changes in college requirements and procedures; and verification of data contained in the section covering university policies.
• Generate updated lists of faculty that include department, rank, date appointed, date of departure, year for tenure decisions, full and part-time academic staff and other personnel information as needed.  
• Arrange consultation schedule for evaluation of chairpersons and compile evaluation data received from department members.
• Maintain log of purchasing card expenditures, receipts and/or other documentation in compliance with university policies and procedures. Reconcile procurement card expenses on a monthly basis.  Maintain records of approved departmental procurement card expenses.
• Develop and maintain comprehensive, computer generated, service and supply records and reports, supported by source documentation of specific college accounts to aid in the management of equipment, supplies, and financial accountability.
• Create and chronicle professional development fund expenditures. Record dean's approval/rejection and comments, and expenditure figures to assure conformity with college budget allowances and both college and university policies and procedures.
• Prepare fiscal reports as requested.

Administrative Support

• Manage dean's schedule and electronic calendar. Coordinate meeting times, dates and locations for individuals at dean's request.
• Screen calls, visitors, and requests for appointments, evaluate requests for information, responding to requests or referral to appropriate individuals or offices. 
• Supervise maintenance and security of display cases, directories, and keys for buildings. Act as building emergency officer in absence of dean and notify Facilities, Planning and Management or appropriate unit when services or repairs are needed. Field, assess, and report problems of security, physical harm, severe weather, fire, and college physical plan problems to the dean. Initiate online work orders for repairs and maintenance of college and building facilities and equipment.
• Serve as a back-up for schedule building conference rooms for various internal and external groups.
• Exercise confidentiality and discretion in all aspects of the position, including communications with administrators, faculty and staff, department assistants, and students.  Act as liaison between the dean's office and other clerical staff in the college. Function as authority on routine procedural matters for the college. Advise the dean of situations that require attention.
• Prepare, forward, and follow-up on college-related transmittals regarding the actions of the dean's advisory board and other committees and boards as required. 
• Schedule and attend weekly admin council meetings.  Assemble topics and take minutes. Prepare and distribute minutes. Follow up on agenda items as needed.
• Proofread materials for content and grammatical errors. Oversee opening of mail, screen, prioritize and distribute to the dean.
• Provide travel support for dean's travel and expense reporting.
• Assist dean, associate and assistant dean in the absence of other administrative staff.
• Effectively manage an office and multiple priorities effectively and efficiently.
• Research and interpret personnel policies and procedures and college, campus, and system forms for the dean, program coordinators, chairs, faculty/academic staff, department associates, and others as needed.
• Provide a variety of information to administrators, faculty, staff and students and make necessary referrals to appropriate academic departments and other offices on campus.

Personnel Support 

• Review academic calendar from the provost, and advise the dean of pertinent deadlines for written reports and communications with the provost. Continue to monitor deadlines, and keep the dean, college staff, and chairs notified to ensure that deadlines are met for reappointment, promotion, and salary recommendations.  Maintain promotion recommendations and distribute materials to constituency committee members. 
• Receive and review reappointment materials (Purple Books). Ensure correct procedures are followed and appropriate signatures have been obtained. Work with chairs and department associates to resolve problems.  Forward materials to the provost's office as necessary according to established timelines.
• Review and edit recruitment forms from the department chairs.  Ensure that correct procedures are followed; work with chairs and department associates to resolve problems. Oversee recruitment advertisements to the Chronicle of Higher Education. Maintain a working log of search recruitments and deadlines.  Schedule candidate interviews with the dean. Administer letters for the dean offering faculty position to chosen candidates. Create personnel files for new hires.
• Receive requests from faculty and academic staff requiring personnel action (i.e. retirements, resignations, percentage changes in appointments, leave of absence, etc.) Direct these requests to the appropriate office staff along with proper forms and information, and ensure that accurate and proper correspondence/forms are generated.
• Assist technology coordinator with faculty computer and technology purchases in compliance with university system requirements.
• Provide information and assistance to special visiting groups. Provide direction to students, faculty and visitors to the appropriate offices or areas. Arrange facility, refreshment and other necessary accommodations for college meetings and advisory boards.
• Assist in scheduling and logistical variables relevant to scheduling meetings, conferences and presentations essential to the mission of the college. Coordinate travel arrangements for the dean and other college personnel at the dean's request. Prepare and maintain records of travel vouchers, process reimbursement/payment documentation.
• Other duties as assigned by the dean.
   

QUALIFICATIONS:

 

Minimum Qualifications:

• Two years of administrative support experience
• Strong level of initiative, planning, and organizational skills
• Documented institutional budgetary experience
• Proficient with computer systems, applications and software (e.g. Microsoft Office, PeopleSoft/Workday)
   

Knowledge, Skills, and Abilities:

• Strong oral and written interpersonal communication skills
• Attention to detail in all aspects of work
• Ability to multitask and prioritize essential duties
• Ability to implement organizational and problem solving skills in a face paced environment
• Ability to work independently and be self-directed
• Ability to work with faculty/staff, administrators, students and prospective students who come from diverse backgrounds
• Ability to exercise confidentiality and discretion.
• Excellent customer service skills
• Strong managerial and organizational skills
• Ability to train and supervise employees
• Ability to interact respectfully and work collaboratively with people from diverse socioeconomic, cultural, and ethnic backgrounds, including students, parents, staff, and faculty
• Willingness and ability to be an active participant in following applicable safety rules and regulations, including necessary training and drills.

 

UNIVERSITY INFORMATION:

 

UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university's 11,000 students at its main and Rock County campuses. The team provides high-impact practices and academic programs - online and in person - from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW has approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university's arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities - a priority mission since the 1970s.

UW-Whitewater's campuses are located centrally near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin's Park Place.

Belonging and mattering are central to the university's culture, and UW-Whitewater strives to maintain an environment where individual and collective efforts are valued and celebrated. 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 13-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 Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, 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 Annual Security and Fire Safety Report. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

 

COMPENSATION AND BENEFITS:

 

Well-qualified candidates can expect a starting hourly wage of $24.00 commensurate with the candidate's education, related experience, and qualifications.

 

UW System employees receive an excellent benefit package. To learn more about the UW System's comprehensive benefit package, review the UW System Employee Benefits Brochure.

 

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. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

 

TO ENSURE CONSIDERATION:

 

Applications received by March 3rd, 2025 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. 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 unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1024 or hr@uww.edu  

For questions regarding this position, please contact:

Kelli Danielski

Search Committee Chair 

262-472-1614

danielsk@UWW.edu 

 

HOW TO APPLY:

 

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

• Cover Letter
• Resume
• Name and contact information for three professional references

This Job ID is 21601.

 

Application Links: 

A potential applicant who is NOT currently employed by the University of Wisconsin System, click here:

UW-Whitewater External Applicants

A current employee of the University of Wisconsin System, click here:

UW-Whitewater Internal Applicants

Before you get started with the online application process, we recommend you preview the frequently asked questions (FAQs) by selecting the link below.

Apply Online FAQ's