Dean of Students: Administrative Assistant

Universities of Wisconsin•Eau Claire, WI

10d•$26

About The Position

Housed within the Dean of Students Office, this position provides comprehensive administrative support to both the Dean of Students and Multicultural Student Services offices. The role encompasses a broad range of responsibilities, including serving as a primary point of contact for students, faculty, staff, and parents; coordinating schedules; managing communications; maintaining records; overseeing contract processes; and supporting financial services functions. As the initial contact for individuals at all levels of the university and broader university system, the position plays a critical role in ensuring responsive, professional, and solution-oriented service. The role requires extensive knowledge of student information and reporting systems, tuition and fee policies, and university policies and procedures related to student services. This position regularly addresses complex, non-routine issues that require sound judgment, discretion, and the ability to assess situations promptly in order to determine appropriate action or referral.

Requirements

Bachelor’s degree
Excellent organizational and administrative skills
Attention to detail
Demonstrated confidentiality/discretion
Budget management experience

Nice To Haves

Experience using Maxient (case management software)

Responsibilities

Respond to initial inquiries on a variety of matters at the point at which student academic and student development issues interface.
Efficient in the knowledge and use of Maxient and CampS in reporting and extracting information regarding student records and conduct.
First point of contact for students with a variety of problems and/or issues requiring action by the Dean, Associate, or Assistant Dean of Students, including absences.
Maintain student files relating to student absences, account holds, and other issues.
Review incoming reports. Enter information in Maxient, review the student record, if applicable, look for recurrence, and then assign case to appropriate dean.
Arrange hearing for conduct in violation of the Blugold Code. Contact students, committee members, and others involved to arrange hearing schedules. Share copies of pertinent information with all parties involved.
Provide guidance to students, staff and faculty regarding procedures for handling student academic and non-academic misconduct and student grievances.
Coordinate and update Academic Misconduct Committee members, faculty, staff and students.
Manage complex calendars, coordinate travel arrangements, and oversee shared office email inboxes to ensure timely and accurate communication.
Draft and compose professional correspondence for students, faculty, administrators, and staff, both internal and external to the university.
Prepare agendas, memoranda, reports, and other documents, including materials of a sensitive or confidential nature.
Provide back-up support, as needed, to the Executive Assistant supporting the Vice Chancellor for Student Affairs and Dean of Students.
Receive and document tuition appeal requests; coordinate and schedule appeal committee meetings; and distribute materials to committee members in a timely manner.
Serve as the primary contact for reference verification requests related to student disciplinary records.
Act as the initial point of contact for parents, faculty, administrators, and university employees regarding student concerns, demonstrating thorough knowledge of institutional policies, procedures, and applicable confidentiality laws.
Review contracts for accuracy and compliance with university procedures prior to processing.
Lead the coordination and procurement of promotional materials and related purchases.
Serve as the primary contact for tabling events and campus tour requests, coordinating logistics and ensuring appropriate representation.
Perform other duties as assigned.
Coordinate and support the planning and implementation of programs, events, workshops, conferences, and cultural activities.
Provide budgetary support for programs, events, and intern payroll, including monitoring accounts, processing expenditures, and preparing financial reports.
Process scholarship applications, obtain and review transcripts, complete recruitment certifications, verify enrollment and attendance.
Submit and maintain event information for the campus calendar and related communications platforms.
Coordinate and confirm reservations for event spaces and related logistical needs.
Manage the preparation and distribution of brochures, applications, and informational correspondence.
Assist with the compilation and preparation of annual reports and related documentation.
May provide operational guidance and training on day-to-day activities of student workers and program staff
Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections
Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations
Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements
Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to department operations according to established policies and procedures
Serves as a primary point of contact for the department