College of Business: Dean Assistant
UW-Eau Claire – Eau Claire Campus
College of Business
Full Time, Staff
- Official Title: Administrative Assistant III
- Job ID: #19322
- Date Posted:
- Apply by: | To ensure consideration, completed applications must be received by deadline. However, screening may continue until position is filled.
College of Business: Dean Assistant
A full-time university staff position is available in the College of Business beginning March 20,2023. The working title for this assignment is Dean’s Assistant with an official title of Administrative Assistant III. This is an expected-to-continue assignment which requires a six-month probationary period. The expected hourly hiring salary will be based on qualifications and experience.
This position serves as the Dean Assistant, business manager, and building coordinator for the College of Business, providing executive assistance to the Dean, and reports directly to the Dean. The College of Business consists of four departments and multiple programs. The Dean Assistant is responsible for reviewing and administering the College’s budget, and serves as liaison for the Dean, Associate and Outreach Program Manager, and an advisory role to departments and units in the College.
- Excellent organization, communication, attention to detail and customer service skills\
- Strong interpersonal and collaboration skills to interact effectively with dean, associate dean, faculty, staff, students, visitors, and community partners
- Demonstrated verbal and written communication abilities
- Knowledge of or desire to learn BP Logix, WISER, CampS, Concur, Financial Edge, ShopUW, Qualtrics and other commonly used software applications.
- Advanced knowledge of common software applications to organize meetings, communicate effectively, generate a variety of documents, and maintain records
- Ability to learn new systems, software, and processes quickly
- Ability to conduct tasks professionally and confidentially
- Ability to multi-task and work efficiently and effectively
- Ability to work independently on tasks with minimal supervision
- Commitment to equity, diversity, and inclusivity
PREFERRED QUALIFICATIONS: Bachelor’s degree
DUTIES: This position serves as the Dean Assistant, business manager, and building coordinator for the College of Business, providing executive assistance to the Dean, and reports directly to the Dean. The College of Business consists of four departments and multiple programs. The Dean Assistant is responsible for reviewing and administering the College’s budget, and serves as liaison for the Dean, Associate and Outreach Program Manager, and an advisory role to departments and units in the College.
Administrative Support (35%)
A1. Maintains scheduling of appointments and activities for Office of the Dean staff. Maintain Dean’s calendar and schedule. Coordinate standing meetings and requests for appointments.
A2. Organize travel arrangements for Dean, including travel authorizations (if needed), transportation, lodging, registration, parking and complete reimbursement forms according to established travel guidelines.
A3. Assist the Dean with activities related to various on and off campus advisory committees. Coordinate meeting date, time, and location, and arrange for parking, refreshments and coordinate conference calls.
A4. Notify the Dean of deadlines. Prepare and maintain calendar of deadlines for Dean, Associate Dean, Outreach Program Manager and Department Chair. Monitor deadlines to ensure they are met.
A5. Assist with confidential correspondence as required by Dean or Associate Dean.
A6. Compile and use electronic mail lists for faculty/staff, administration and committees in the College to distribute information either independently or as directed by Dean.
A7. Maintains college records including files on faculty, college programs and activities, reports, agenda, and other information independently or as directed by the Dean.
A8. Maintains updated roster of faculty/staff.
A9. Review donation reports and gifts to various Foundation accounts. Sends appropriate information to departments within the College. Prepares thank you letters or cards to send to donors as needed.
A10. Creates and sends weekly welcome letters to incoming and transfer students, and Dean’s List letters each semester. Ensure Dean’s List students are listed on website and linked to other social media accounts.
A11. Arranges college-wide meetings and other meetings such as Dean’s Council or Chair’s Council, Curriculum Committee. Takes minutes at meetings, if required.
A12. Distributes college-wide communications relating to the policies and programs in the College of Business, as requested.
A13. Prepares letters (emails) to students and posts a Dean’s Honor List as needed. Updates Dean's List to be posted on COB website by others as necessary.
A14. Provides support to Associate Dean or Outreach Program Manager as required.
A15. Assist Associate Dean in running reports/sending notification letters to students in academic distress (suspension/warning/probation). Work with the Academic Probation and Retention Committee as needed. Follow up with other areas of campus regarding successful appeals made by students.
A16. Proof-reads materials and reports.
B1. Make recommendations for purchase, initiate preparation and processing of requisitions for services, supplies and permanent property or use procurement card. Resolve inquiries from vendors or University Business Services.
B2. Assist the Dean, the Associate Dean, Outreach Program Manager, and Department Chairs with purchasing procedures.
B3. Monitors travel budget as needed.
B4. Orders and maintains office supplies for use by Deans Office, ROTC office, or others as requested.
B5. Review annual student payroll budget as requested and ensure that students with federal work study availability are paid out of appropriate accounts.
B6. Review “chargebacks” regularly including phone charges, physical plant charges, printing service charges, etc.
B7. Monitor and manage carryover budget and make necessary transfers.
B8. Develop and implement procedures for monitoring and tracking new faculty moving expenses.
B9. Work with departments on transfer of expenses or accounting issues as needed.
B10. Respond to queries regarding budget and expenditure transactions. Determine action needed, when appropriate.
B11. Work closely with Dean to process contracts for special assignments, summer research grants, or overloads.
B12. Develop and maintain college personnel files consistent with budget and position controls.
Special Events and Outreach Activities (10%)
C1. Provides administrative support for the Business Advisory Council, arranges bi-annual meetings, including parking, catering and other information as requested by BAC Chair or Dean.
C2. Work with Dean and Outreach Program Manager with special events, such as the College of Business faculty and staff receptions, Advisory Board meetings, and other special events. Coordinates and develops invitation lists, make room reservations, requests parking permits, approves menu selection, room set-up, and keeps track of attendance.
C3. Work with Chair of Scholarship committee to distribute scholarship announcement to students in the College. Assist the Scholarship Committee as requested. Prepares award letters for student recipients and collect thank-you letters from students to forward to donors.
C4. Update College Blugold Insider site regularly, including updating meeting minute files, college and university resource sites, committee information and memberships.
C5. Maintain College of Business website updates if needed
Building Coordinator (10%)
D1. Attend Building Coordinator meetings as requested, and complete any training recommended.
D2. Review and approve building key authorizations for new faculty and staff, and students as necessary throughout the building.
D3. Follow up on maintenance and repair issues as needed throughout Schneider Hall.
D4. Inform building occupants of outages (water or electrical), fire or tornado drills as necessary.
D5. Monitor emergency drills or tornado drills as requested by Safety Office.
Miscellaneous Duties (15%)
E1. Assist with Beta Gamma Sigma advisers as needed, including accessing eligible students, assisting with initiation program and ordering supplies as needed.
E2. Work with ROTC members to get them into the UWEC system and onboarded.
E3. Coordinate travel and lodging arrangements for visitors outside consultants who provide workshops for the College. Coordinate honorarium payments as appropriate. Arrange meeting space and equipment as requested, on-campus and off-campus. Prepare handouts and materials for meetings as appropriate
E4. Other duties as needed for the Dean or the College of Business.
THE UNIT: The College of Business consists of about 85 faculty and staff members and serves students in 13 undergraduate majors. The College of Business is also the managing partner of both the UW MBA Consortium and the UW Undergraduate Business Alliance.
UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 10,000 students and 1,400 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/why-uwec/ .
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 210,000 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.
APPLICATION PROCEDURE: Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Web site: https://www.uwec.edu/job-postings/. You must create an account and login before you can apply. If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login." Click the link to the College of Business: Dean Assistant position (Job ID # 19322) and then click the "Apply Now" button to submit your application electronically. Your application will not be considered complete until all required documents are attached and all required fields are completed. Please be sure you have included the following in PDF format:
- Letter of application
- Names and contact information for three references.
Please direct requests for additional information to:
To ensure consideration, completed applications must be received by February 17, 2023. However, screening may continue until position is filled.
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-Eau Claire is an AA/EEO/Veterans/Disability employer dedicated to enhancing equity, diversity, and inclusion.
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 University of Wisconsin System 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).