Dean's Assistant

Position Title:

Dean's Assistant

Job Category:
University Staff

Employment Type:

Regular

Job Profile:
Administrative Assistant III

Department:
College of Business, Arts and Communication

Compensation:
Starting at $25.00 per hour commensurate with experience

The Dean’s Assistant provides comprehensive administrative, operational, and organizational support to ensure the effective functioning of the Dean’s Office and college‑wide initiatives. The role manages complex scheduling and logistics for meetings, conferences, travel, and events, serves as a central point of coordination for college committees, councils, and advisory groups, maintains the Dean’s calendar, supports high‑level meetings, prepares agendas, records minutes, and ensures compliance with applicable regulations such as the Wisconsin Open Meetings Law.

The position also oversees office operations, including facilities coordination, supply management, and continuous improvement of processes to enhance efficiency. Acting as a key liaison, the Dean’s Assistant communicates with faculty, staff, administrators, and external stakeholders, providing guidance on policies and procedures related to personnel actions such as tenure, promotion, and program review, supports personnel processes, tracks administrative deadlines, and maintains strict confidentiality of sensitive information.

The Dean’s Assistant develops and distributes communications, maintains electronic and physical filing systems, updates web content, and manages distribution lists to ensure timely and effective information flow across the college.

• Prepares and audits complex records, edits documents, and reviews work done by others.
• Develops, sends, receives, copies, and distributes communications according to established policies and procedures.
• Develops, implements, and maintains methods and organizational systems for electronic/physical records related to work operations.
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
• Serves as primary point of contact for individuals and groups, providing organizational information via phone, in person, and other communication media.

• Demonstrated ability to maintain confidentiality and appropriately handle sensitive personnel, student, financial, or institutional information in a professional manner.
• Experience organizing, maintaining, auditing, and retrieving records and files with a high degree of accuracy.
• Proficiency in Microsoft Office Suite and other emerging technologies.
• Demonstrated customer service acumen responding to inquiries and providing support to different populations in a professional and timely manner.
• Experience maintaining secure records management systems and applying established records retention and confidentiality standards.
• Proven ability to manage multiple assignments simultaneously, prioritize competing deadlines, and complete work accurately within established time frames.
• Effective written and verbal communication skills, including the ability to prepare professional correspondence, reports, and procedural documentation.
• Demonstrated ability to work independently with minimal supervision and collaboratively as a member or leader of a team.
• Experience identifying operational issues, evaluating alternatives, recommending solutions, and supporting implementation of process improvements.
• Demonstrated commitment to continuous improvement through process enhancement, professional development, training, or implementation of best practices.

• Experience applying critical thinking and analytical skills to assess complex situations and develop practical solutions.
• 2 or more years of experience in an executive administrative support role.
• Proven ability to learn and effectively apply new software applications, technologies, policies, or business processes.
• Experience interpreting, applying, and explaining organizational policies, procedures, regulations, or collective bargaining provisions.
• Demonstrated ability to communicate effectively with individuals at various organizational levels and with both…