Dean's Assistant

Universities of Wisconsin; United States; On-site; USD 28,000 - 40,000; Full time

Job summary

University of Wisconsin Oshkosh seeks a Dean’s Assistant to provide high-level administrative support to the Dean’s Office and College of Business, Arts and Communication. You will manage complex scheduling, prepare materials, and coordinate meetings, travel, and events while safeguarding sensitive information.

You will maintain calendars, support high-level meetings, coordinate communications, and ensure compliance with regulations such as Open Meetings Law.

Qualifications

• Demonstrated ability to maintain confidentiality and handle sensitive information professionally.
• Experience organizing, maintaining, auditing, and retrieving records with high accuracy.
• Proficiency in Microsoft Office Suite and other technologies.
• Demonstrated customer service skills serving diverse populations professionally.
• Experience maintaining secure records management systems and applying retention standards.
• Able to manage multiple assignments, prioritize deadlines, and deliver accurate work.
• Effective written and verbal communication for professional correspondence and reports.
• Ability to work independently and as part of a team.
• Identify operational issues, evaluate alternatives, and support process improvements.
• Commitment to continuous improvement through training and best practices.

Responsibilities

• Prepares and audits complex records, edits documents, and reviews work.
• Develops and distributes communications according to policies and procedures.
• Maintains methods and systems for records related to operations.
• Schedules logistics and resources for meetings, travel, and unit operations.
• Acts as a primary point of contact for stakeholders via phone, in person, or other media.

Skills

Confidentiality

Recordkeeping

Microsoft Office

Communication

Time management

Process improvement

Team collaboration

Education

Associatesdegree

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

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: Associatesdegree

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

Work Authorization

Unless otherwise indicated in the job posting, the University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. UW Oshkosh is not an e-verify employer; therefore, STEM extensions are not options for work authorization.

Legal Notices

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.