Dean's Assistant

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.

• 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.

• 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…