Job Description

Job ID
17257
Location
UW Stout
Full/Part Time
Full-Time
Regular/Temporary
Regular

JOB DUTIES:

JOB TITLE: Dean Assistant

DEPARTMENT: College of Science, Technology, Engineering, Mathematics and Management

APPOINTMENT PERCENTAGE (FTE): 100%

ANTICIPATED START DATE: August 2, 2021

SALARY: Based on experience

JOB DUTIES

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 diverse internal and external customers to support a positive office environment that is inclusive and equitable.
    • 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 Communication Technologies, 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 ShopUW+ 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.
  • Participate in university shared governance and serve as representative on campus or college committees as requested.

QUALIFICATIONS

  • Minimum
    • Excellent verbal and written communication skills.
    • Excellent judgment including sensitivity to personal and confidential information.
    • Excellent interpersonal and customer service skills in working with a diverse community.
    • Ability to cultivate a professional, inclusive, and equitable 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.
  • Preferred
    • Experience in a professional assistant or related role.
    • Supervisory experience.
    • Bachelor’s Degree in business or related field.
    • Experience with application or web-based software systems beyond standard Microsoft Office products.

DEPARTMENT INFORMATION

The College of Science, Technology, Engineering, Mathematics and Management has over 200 faculty and staff, serving about 3500 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 20 undergraduate majors: 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 Computing Networking and Information Technology, B.S. in Computer Science, B.S. in Construction, B.S. in Digital Marketing Technology, B.S. in Engineering Technology, B.S. in Environmental Science, B.S. Fashion and Retail, B.S. in Graphic Communications, B.S. in Information Communication Technologies, B.S. in Management, B.S. in Manufacturing Engineering, B.S. in Mechanical Engineering, B.S. in Packaging, B.S. in Plastics Engineering, and B.S. in Supply Chain Management.

The college also offers 9 graduate degrees: M.S. in Construction Management, M.S. in Healthcare Administration, M.S. in Information Communication Technologies, M.S. in Manufacturing Engineering, M.S. in Operations and Supply Management, M.S. in Risk Control and Safety Management, M.S. in Sustainable Management, M.S. in Training and Human Resource Development, and P.S.M. in Conservation Biology.

INSTITUTIONAL OVERVIEW

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 University of Wisconsin 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 an integrated liberal arts foundation.

UW-Stout offers 49 undergraduate and 22 graduate degrees, including three terminal degrees. The current enrollment is approximately 8,000 students. The UW-Stout campus community enjoys 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 encourages collaboration within and across disciplines and professions.

The university is on a beautiful campus in Menomonie, situated in western Wisconsin, 60 minutes east of Minneapolis-St. Paul on Interstate 94. Located in the scenic Chippewa Valley region with a population base of more than 200,000, Menomonie is a city of more than 16,400, surrounded by lakes, streams, and woodlands. For more information about the UW-Stout community and region visit: https://www.uwstout.edu/about-us/our-community

Facts and data about the university: https://www.uwstout.edu/about-us/meet-our-leadership/institutional-accreditation/fact-book

SPECIAL NOTES

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 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 to qualified applicants. Benefit details can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/univstaff21.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.

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.

A successful candidate must have authorization to work within the United States as required by the Immigration Reform and Control Act of 1986. Sponsorship is not available for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and maintain work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office at 715.232.1279.

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:

https://www.uwstout.edu/life-stout/police-and-parking/clery-information

TO APPLY

Screening of applications will begin 6/21/2021 and may continue until the position is filled. To ensure consideration, complete applications must be submitted by 11:59 p.m. on 6/20/2021.

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 professional work references

It is the policy of UW-Stout to provide reasonable accommodations to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual's disability.

Frequently asked questions (FAQs) about our online application system are available via:

https://kb.uwss.wisconsin.edu/21900

For question regarding this position or recruitment, please contact:

Search Chair: Dr. Christopher Bendel

Phone: 715-232-2682

Email: bendelc@uwstout.edu

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:

Search Coordinator: Ms. Judy Darwin

Phone: 715-232-2308

Email: darwinj@uwstout.edu

Job Family: Staff

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Fall 2021. Job duties and responsibilities will remain the same. For more information please visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/