Dean's Assistant

University of Wisconsin–Oshkosh; Oshkosh (WI); On-site; USD 28,413 - 40,467; Full time

Job summary

University of Wisconsin–Oshkosh is seeking a Dean's Assistant to provide comprehensive administrative and organizational support to the Dean’s Office and college-wide initiatives.

The role manages complex scheduling, agendas, minutes, and compliance with Open Meetings Law, while coordinating committees and events to ensure efficient operations across the college.

Qualifications

• Ability to maintain confidentiality and handle sensitive information professionally.
• Experience organizing, auditing, and retrieving records with high accuracy.
• Proficiency with Microsoft Office and emerging technologies.
• Experience maintaining secure records management systems and applying retention standards.
• Strong written and verbal communication; professional correspondence and reports.
• Ability to manage multiple tasks and deadlines independently or in teams.

Responsibilities

• Prepares and audits complex records and documents; reviews others’ work.
• Coordinates communications to appropriate entities per policies.
• Maintains electronic/physical records per procedures.
• Schedules meetings, travel, conferences, and unit operations.
• Acts as primary contact for individuals and groups via various channels.

Skills

Confidentiality

Multitasking

Written & verbal comms

Independent work

Team collaboration

Customer service

Education

Associate’s degree

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Recordkeeping systems

Job description

Dean's Assistant

The College of Business, Arts and Communication Dean’s Assistant provides comprehensive administrative, operational, and organizational support to ensure the effective functioning of the Dean’s Office and college-wide initiatives. This role manages complex scheduling and logistics for meetings, conferences, travel, and events, while serving as a central point of coordination for college committees, councils, and advisory groups.

The Dean’s Assistant is responsible for maintaining the Dean’s calendar, organizing and supporting high-level meetings, preparing agendas and materials, recording minutes, and ensuring compliance with applicable regulations such as the Wisconsin Open Meetings Law. This position also oversees office operations, including facilities coordination, supply management, and continuous improvement of processes to enhance efficiency.

Serving 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. The role supports personnel processes, tracks critical administrative deadlines, and ensures accurate recordkeeping while maintaining strict confidentiality of sensitive information.

Provides exceptional administrative support and contributes as a collaborative team member, stepping in to assist colleagues as needed to support the success of the Dean’s Office and college operations.

Additionally, 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. This position plays a vital role in supporting strategic initiatives, college events, and maintaining organized, compliant, and efficient administrative operations.

Key Job Responsibilities

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

Required Qualifications

• 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 timeframes.
• 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.

Preferred Qualifications

• 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 internal and external stakeholders.
• Experience leveraging emerging technologies, automation tools, reporting platforms, or artificial intelligence applications to improve efficiency, service delivery, or business processes.
• Experience working within a higher education, government, or similarly regulated environment.

Education

• Minimum Degree Required: Associate’s degree
• Preferred Degree: Bachelor’s degree or higher in a discipline offered within the College of Business, Arts and Communication

Compensation

Starting at $25.00 per hour commensurate with experience.

Equal Employment Opportunity Statement

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.