Dean of Students: Administrative Assistant

Housed within the Dean of Students Office, this position provides comprehensive administrative support to both the Dean of Students and Multicultural Student Services offices. The role encompasses a broad range of responsibilities, including serving as a primary point of contact for students, faculty, staff, and parents; coordinating schedules; managing communications; maintaining records; overseeing contract processes; and supporting financial services functions.

As the initial contact for individuals at all levels of the university and broader university system, the position plays a critical role in ensuring responsive, professional, and solution-oriented service. The role requires extensive knowledge of student information and reporting systems, tuition and fee policies, and university policies and procedures related to student services.

This position regularly addresses complex, non-routine issues that require sound judgment, discretion, and the ability to assess situations promptly in order to determine appropriate action or referral.

SUPERVISION
Reports to: Gregg Heinselman, Vice Chancellor for Student Affairs/Dean of Students

PRIMARY RESPONSIBILITIES
A. Case Creation and Management
1. Respond to initial inquiries on a variety of matters at the point at which student academic and student development issues interface. 
2. Efficient in the knowledge and use of Maxient and CampS in reporting and extracting information regarding student records and conduct.
3. First point of contact for students with a variety of problems and/or issues requiring action by the Dean, Associate, or Assistant Dean of Students, including absences.
4. Maintain student files relating to student absences, account holds, and other issues.
5. Review incoming reports. Enter information in Maxient, review the student record, if applicable, look for recurrence, and then assign case to appropriate dean.
6. Arrange hearing for conduct in violation of the Blugold Code. Contact students, committee members, and others involved to arrange hearing schedules. Share copies of pertinent information with all parties involved. 
7. Provide guidance to students, staff and faculty regarding procedures for handling student academic and non-academic misconduct and student grievances.
8. Coordinate and update Academic Misconduct Committee members, faculty, staff and students.

B. Administrative Support for Student Affairs (Dean of Students and MSS)
1. Manage complex calendars, coordinate travel arrangements, and oversee shared office email inboxes to ensure timely and accurate communication.
2. Draft and compose professional correspondence for students, faculty, administrators, and staff, both internal and external to the university.
3. Prepare agendas, memoranda, reports, and other documents, including materials of a sensitive or confidential nature.
4. Provide back-up support, as needed, to the Executive Assistant supporting the Vice Chancellor for Student Affairs and Dean of Students.
5. Receive and document tuition appeal requests; coordinate and schedule appeal committee meetings; and distribute materials to committee members in a timely manner.
6. Serve as the primary contact for reference verification requests related to student disciplinary records.
7. Act as the initial point of contact for parents, faculty, administrators, and university employees regarding student concerns, demonstrating thorough knowledge of institutional policies, procedures, and applicable confidentiality laws.
8. Review contracts for accuracy and compliance with university procedures prior to processing.
9. Lead the coordination and procurement of promotional materials and related purchases.
10. Serve as the primary contact for tabling events and campus tour requests, coordinating logistics and ensuring appropriate representation.
11. Perform other duties as assigned.

C. MSS Specific Support
1. Coordinate and support the planning and implementation of programs, events, workshops, conferences, and cultural activities.
2. Provide budgetary support for programs, events, and intern payroll, including monitoring accounts, processing expenditures, and preparing financial reports.
3. Process scholarship applications, obtain and review transcripts, complete recruitment certifications, verify enrollment and attendance.
4. Submit and maintain event information for the campus calendar and related communications platforms.
5. Coordinate and confirm reservations for event spaces and related logistical needs.
6. Manage the preparation and distribution of brochures, applications, and informational correspondence.
7. Assist with the compilation and preparation of annual reports and related documentation.

Key Job Responsibilities:

• May provide operational guidance and training on day-to-day activities of student workers and program staff
• Serves as a primary point of contact for the department
• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to department operations according to established policies and procedures
• Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements
• Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations
• Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections

Department:

Office of the Dean of Students and Division of Student Affairs

The Division of Student Affairs is dedicated to connecting Blugold students with the resources and support they need to succeed academically and personally. Through a variety of programs, services, and partnerships, we foster student engagement, health, well-being, and development throughout their journey at the university.

Compensation:

$26.25 per hour

Required Qualifications:

• Bachelor’s degree
• Excellent organizational and administrative skills
• Attention to detail
• Demonstrated confidentiality/discretion
• Budget management experience

Preferred Qualifications:

• Experience using Maxient (case management software)

How to Apply:

Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Website: http://wisconsin.wd1.myworkdayjobs.com/UW_Comprehensives. You must create an account and login before you can apply. Please be sure you have included the following in PDF format:

• Cover letter
• Resume
• Names and contact information for three references.

Contact Information:

Stephanie Pyykola, pyykolsk@uwec.edu, 1 (715) 836-4646

INSTITUTIONAL OVERVIEW

UW-Eau Claire, an institution of approximately 9,000 students and 1,200 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation. To learn more about UWEC, visit  https://www.uwec.edu/human-resources/employment-opportunities/ .

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.

ADDITIONAL INFORMATION

The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.

The Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority(CSA) policy.

UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.