Dean's Assistant

University of Wisconsin Stout•Oshkosh, WI

2d•Onsite

About The Position

The Dean's Assistant in the College of Business, Arts and Communication 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.

Requirements

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.

Nice To Haves

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.

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
Manages complex scheduling and logistics for meetings, conferences, travel, and events
Serves as a central point of coordination for college committees, councils, and advisory groups
Maintains the Dean’s calendar
Organizes and supports high-level meetings
Prepares agendas and materials for meetings
Records minutes for meetings
Ensures compliance with applicable regulations such as the Wisconsin Open Meetings Law
Oversees office operations, including facilities coordination and supply management
Continuously improves processes to enhance efficiency
Communicates with faculty, staff, administrators, and external stakeholders
Provides guidance on policies and procedures related to personnel actions such as tenure, promotion, and program review
Supports personnel processes
Tracks critical administrative deadlines
Ensures accurate recordkeeping
Maintains strict confidentiality of sensitive information
Provides exceptional administrative support
Contributes as a collaborative team member, stepping in to assist colleagues as needed
Develops and distributes communications
Maintains electronic and physical filing systems
Updates web content
Manages distribution lists to ensure timely and effective information flow across the college
Supports strategic initiatives and college events