Dean's Assistant

The Chronicle Of Higher Education, Inc.; Oshkosh (WI); On-site; USD 28,413 - 40,467; Full time

Job summary

The Chronicle of Higher Education, Inc. seeks a Dean's Assistant to provide comprehensive administrative support to the Dean’s Office and College leadership.

The role manages complex scheduling for meetings, conferences, travel, and events, serving as a central coordinator for college committees and initiatives. Responsibilities include maintaining the Dean’s calendar, preparing agendas, recording minutes, and ensuring compliance with regulations.

Qualifications

• Demonstrated ability to maintain confidentiality and appropriately handle sensitive information.
• Experience organizing, maintaining, auditing, and retrieving records with high accuracy.
• Proficiency in Microsoft Office Suite and other emerging technologies.
• Demonstrated customer service acumen responding to inquiries professionally.

Responsibilities

• Manage Dean’s calendar and coordinate high-level meetings, agendas, and minutes.
• Oversee office operations, facilities coordination, and supply management to improve efficiency.
• Communicate policies and procedures to faculty, staff, and external stakeholders.
• Support personnel processes, records retention, and confidentiality safeguards.
• Develop communications and maintain filing systems and web content for information flow.

Skills

Confidentiality

Records management

Microsoft Office

Customer service

Communication

Independent work

Process improvement

Team collaboration

Adaptability

Analytical thinking

Education

Associates degree

Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

Position Title

Dean's Assistant

Job Category

University Staff

Employment Type

Regular

Job Profile

Administrative Assistant III

Job Duties

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.

Department

College of Business, Arts and Communication

Compensation

Starting at $25.00 per hour commensurate with experience

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: Associates degree
• Preferred Degree: Bachelors degree or higher in a discipline offered within the College of Business, Arts and Communication

Reasonable Accommodations

UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact [e-mail] or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials

UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy

All candidates for employment are subject to a pre‑employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Annual Security and Fire Safety Report (Clery Act)

For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/ or call UWO Police Department, at [phone] for a paper copy.

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.