JOB TITLE: Dean Assistant
DEPARTMENT: College of Science, Technology, Engineering, Mathematics and Management
APPOINTMENT PERCENTAGE (FTE): 100%
ANTICIPATED START DATE: July 15, 2019
45% Administrative Assistance to the Dean and Associate Deans
- Maintain calendar for the CSTEMM Dean and Associate Deans. Schedule individual and group appointments. Provide appropriate materials for meetings and activities.
- Read and review correspondence and incoming mail/email. Bring high priority information to the attention of the Dean and Associate Deans. Disseminate information to STEMM Council, Associate Deans, and/or faculty and staff as appropriate.
- Prepare rough and finished drafts of correspondence, schedules, flyers, announcements and reports, and assist with data gathering for various reports.
- Track deadlines as requested and take appropriate action to insure meeting them in a timely manner.
- Coordinate pending issues and assignments involving the Dean and Associate Deans with department chairs, program directors, faculty and staff as needed.
- Coordinate travel arrangements and reservations, assure that all forms are prepared and processed, observe travel regulations to assure compliance. Process reimbursement forms.
- Other duties as assigned by the Dean or Associate Deans.
50% Administrative Support of Dean’s Office, Councils and Committees
- Serve as initial point of contact for guests and callers contacting the Dean’s office. Interact positively with internal and external customers projecting a positive, supportive, and inviting image of the office.
- Route forms and requests as needed, ensuring proper approvals are obtained and deadlines are observed.
- Develop and maintain operational files in the Dean’s office for efficient retrieval. Archive files according to campus record retention standards.
- Maintain security of the Dean’s office, master keys, confidential files and equipment.
- Participate in administrative team meetings to assist with planning and tracking of immediate and future college needs.
- Coordinate with the Budget Manager to hire, train, supervise and approve hours for student workers.
- Schedule and make arrangements for all-college meetings and/or large group events as needed.
- Coordinate STEMM Council meetings: schedule meeting dates, prepare agendas, compile and organize supporting materials and distribute agendas, take accurate minutes of meetings and disseminate, and follow-up on agenda items that require further action.
- Coordinate STEMM College department chair meetings: schedule meeting dates, prepare agendas, compile and organize supporting materials and distribute agendas, take accurate minutes of meetings and disseminate, and follow-up on agenda items that require further action.
- Coordinate meetings related to the college with administrators/personnel from UW-Stout, and other UW System institutions and UW System.
- Coordinate timely handling of requests to open rooms and buildings that are supervised by the Dean.
- Resolve or report building issues that are supervised by the Dean.
- Enter card access requests for Jarvis Hall Science Wing, Science Addition, and Technology Wing, and serve as back-up for Fryklund Hall.
- Screen student and staff complaints for proper referral, schedule time with the Dean and/or Associate Dean or facilitate solutions independently.
- Anticipate office needs and purchase supplies, services, or equipment. Reconcile and verify Shops@UW and UW purchasing card statements. Reallocate (or request to have reallocated) purchases as needed.
- Coordinate STEMM Student Expos.
- Coordinate, as needed, the selection processes for STEMM College student and faculty/staff awards and professorships.
- Verify and reconcile computer inventory for STEMM dean’s office as required and maintain accurate records for audit.
- Maintain log of equipment borrowed and returned from the STEMM dean’s office.
- Maintain strict confidentiality regarding students, faculty and staff, and other issues.
- Participate in professional development activities to keep skills up to date.
- Surplus equipment that is no longer used.
- Comply with recognized environmental and safety practices.
5% Coordination of information to departments, faculty, student, campus offices, and other publics
- Coordinate office and phone coverage during regular hours of business to ensure full service.
- Respond to inquiries regarding the college. Requires knowledge of the college’s programs, departments, faculty and staff. Answer questions or refer to appropriate person within the college or university.
- Update the college and campus directories.
- Review college website periodically to keep up-to-date information posted.
- Work with student office assistants to keep building bulletin boards current.
- Serve as representative on campus or college committees as requested.
- Excellent verbal and written communication skills.
- Excellent judgment including sensitivity to personal and confidential information.
- Excellent interpersonal, communication and customer service skills in working with a diverse community.
- Ability to cultivate a professional environment in an administrative office.
- Working knowledge of Microsoft Office software (e.g., Word, Excel, Outlook, and PowerPoint).
- Ability to learn new systems, software programs and processes quickly.
- Ability to identify, delegate and prioritize work.
- Excellent organizational skills and ability to work on multiple tasks/projects on a daily basis.
- Attention to detail, proofreading and editing skills.
- Good work habits, such as attendance, punctuality, accountability, thoroughness and resourcefulness.
- Ability to work independently and as part of a team environment and on collaborative efforts.
- Experience in a professional assistant role.
- Supervisory experience.
- Bachelor Degree in Buiness or related field.
- Experience iwth application or web-based software systems beyone standard Microsoft Office products.
The College of Science, Technology, Engineering, Mathematics and Management (CSTEMM) has over 200 faculty and staff, serving about 3300 undergraduate and 300 graduate students in college programs, as well as the entire campus through general education and other support coursework. The college houses seven departments: Biology; Business; Chemistry and Physics; Engineering and Technology; Mathematics, Statistics, and Computer Science; Military Science; and Operations and Management. The college offers 18 undergraduate majors: B.S. in Apparel Design and Development, B.S. in Applied Biochemistry and Molecular Biology, B.S. in Applied Mathematics and Computer Science, B.S. in Applied Science, B.S. in Business Administration, B.S. in Computer and Electrical Engineering, B.S. in Computer Science, B.S. in Construction, B.S. in Engineering Technology, B.S. in Environmental Science, B.S. in Management, B.S. in Manufacturing Engineering, B.S. in Mechanical Engineering, B.S. in Packaging, B.S. in Plastics Engineering, B.S. in Retail Merchandising and Management, B.S. in Supply Chain Management, and B.S. in Sustainable Management. The college also offers 9 graduate degrees: M.S. in Construction Management, M.S. in Healthcare Administration, M.S. in Manufacturing Engineering, M.S. in Operations and Supply Management, M.S. in Risk Control, M.S. in Sustainable Management, M.S. in Training and Human Resource Development, P.S.M. in Conservation Biology, and P.S.M. in Industrial and Applied Mathematics.
The University of Wisconsin-Stout offers a rich, dynamic and collaborative environment in which to work and grow. A member of the University of Wisconsin system, UW-Stout is unique within the system--it is named after its founder, James Huff Stout, and holds the distinction of being Wisconsin’s Polytechnic University, a designation which highlights our combination of applied learning, real-world experiences and a solid liberal arts foundation.
UW-Stout offers 48 undergraduate and 26 graduate degrees, including two terminal degrees. Student enrollment is just over 9,500.
UW-Stout faculty enjoy opportunities for cross-disciplinary collaboration, state-of-the-art facilities, and a modern digital environment. UW-Stout values innovative approaches to solving problems in society and industry, and faculty are encouraged to maintain strong ties and seek collaborative projects within their disciplines and industries.
All students are issued laptops. Faculty use the university’s online course delivery system and must be available for online interactions and/or alternate time frames for teaching. Faculty members teach, advise students, conduct research, assess student learning and engage in service activities.
Menomonie, Wisconsin, is a town of 16,000 located in the beautiful Chippewa River Valley, 25 miles west of Eau Claire and 60 miles east of the Twin Cities of Minneapolis and Saint Paul.
More information about the UW-Stout community and region: http://www.uwstout.edu/about/community.cfm.
Facts and data about the university: http://www.uwstout.edu/about/facts.cfm.
The normal work schedule for this position is Monday through Friday, 8:00 a.m. to 4:30 p.m.
The minimum starting salary is $18.00 per hour. The hourly rate for this position is negotiable based on experience and available budget. A six-month probation is required. The UW System provides an excellent benefits package including participation in the Wisconsin State Retirement Plan. Benefit details can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/summaries/Univ-staff.pdf.
As an equal employment opportunity and affirmative action employer, UW-Stout is committed to inclusive excellence and is actively seeking applications from individuals from diverse groups; veterans and individuals with disabilities.
In compliance with the Wisconsin Fair Employment Act, employment will be contingent upon a criminal background check and authorization to work within the United States as required by the Immigration Reform and Control Act of 1986. An offer of employment is contingent upon the final candidate passing a criminal background check and a reference check process. The reference check process includes asking the final candidate and most recent supervisor questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the UW System and State of WI agencies will be subject to additional reference checks.
In response to a public records request, the University of Wisconsin System will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).
For campus safety information and crime statistics visit:
TO ENSURE CONSIDERATION
Screening of applications will begin 5/30/2019 and may continue until the position is filled. To ensure consideration, complete applications must be submitted by 11:59 p.m. Central Daylight Time on 5/29/2019.
Your online application will not be considered complete until all required documents are attached, and all required fields are completed. Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.
Please be sure you have included the following documents:
- Cover letter specifically addressing how you meet the minimum and preferred qualifications
- Current resume
- Names and contact information for a minimum of three (3) professional references will need to be provided at the time of a campus interview
Frequently asked questions (FAQs) about our online application system are available via:
If you need assistance with the online application process or if you submitted your application prior to uploading all of the required application materials, please contact:
Job Family: Staff