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Executive Assistant for Students Affairs & Dean of Students (INTERNAL SEARCH)

Apply now Job no: 495962
Work type: Full-time
Location: Oshkosh
Categories: University Staff

Working Title:  
Executive Assistant for Students Affairs & Dean of Students (INTERNAL SEARCH)
Official Title:  University Executive Staff Assistant (INTERNAL SEARCH)
Employment Class:  University Staff
FTE:  1.0
Compensation:  $22.59/hour
Terms of Employment:  Continuous 
Position Summary:  

Located in the Division of Student Affairs executive office, working under the direct supervision of the Vice Chancellor for Student Affairs, the incumbent in this position provides a wide variety of fiscal, programmatic and office management support to the Vice Chancellor, Associate Vice Chancellor for Enrollment Management, AVC/Dean of Students, and Executive Director for Campus Life.


Normal work hours for this position are 7:45 a.m. to 4:30 p.m. Monday through Friday throughout the year; however, hours may vary and or increase during peak workload periods.

Responsibilities  Provide administrative support to the Vice Chancellor of Student Affairs. 
1.	Serve as the Vice Chancellor's liaison to UW System administrators, legislators, State agency officials, local government officials, national educational associations, business leaders, and community leaders and organizations for the purpose of arranging for the successful communication of information among the Vice Chancellor's office and the above constituents.
2.	Serve as a resource person to individuals calling or visiting the Vice Chancellor. Respond to inquiries through verbal or written communication. Draft responses for forwarding under own or the Vice Chancellor’s signature.
3.	Request information from various sources within and outside the UW System. Collect analyze, and tabulate materials gathered, preparing reports. Conduct research or investigations to assist the Vice Chancellor in preparing final replies to University officials, university departments, the UW System Board of Regents, other UW institutions and other agencies.
4.	Draft and finalize all correspondence, statistical data, and reports for the Vice Chancellor's review. Edit for technical writing accuracy, appropriateness and style. Finalize and distribute completed documents.
5.	Independently coordinate the Vice Chancellor's calendar of meetings, appointments, commitments, and travel, using initiative and discretion to anticipate and avoid scheduling conflicts in the Vice Chancellor's calendar.
6.	Schedule the Vice Chancellor's staff meetings, identifying and inviting participants. Record notes during the Vice Chancellor's staff and other meetings, circulating the prepared and edited notes to all invited participants. Prepare meeting agendas and reserve meeting space.
7.	Initiate the Vice Chancellor's responses to deadlines; maintain a calendar of both the dates and the sources (e.g., on-campus, UW System, State of Wisconsin, City of Oshkosh, etc.) of said deadlines; monitor progress on meeting those deadlines and what documents/responses are required.
8.	Respond to callers and visitors requesting meetings, or to reschedule meetings, with the Vice Chancellor. Independently estimate appropriate length of time to set aside for meetings. Select and prepare materials for meetings. Determine when meetings may be schedule with Administrative Services staff members other than the Vice Chancellor, and respond accordingly and tactfully.
9.	Develop and maintain a comprehensive filing and retrieval system allowing the incumbent to have resources available from which to gather data and answer questions, and to assist others in directing them to and suggesting various other resources and sources of information.
10.	Read and review all incoming mail for the Vice Chancellor. Bring high priority and time-critical mail to the attention of the Vice Chancellor. Disseminate timely information to Student Affairs staff members. Recommend action regarding sensitive and confidential correspondence and reports.
11.	Complete other duties as assigned.

Serve as office manager for the Student Affairs' office and Dean of Students’ office.

1. Support personnel functions, preparing and maintaining position descriptions, performance evaluations, and other sensitive personnel issues as directed by the Vice Chancellor or Dean of Students.
2. Track vacation requests, calendaring them and ensuring adequate coverage in all areas.
3. Review and record staff members' Time and Absence hours as assigned.
4. Coordinate new Division hires, acclimating personnel to the Division; facilitate transfer, resignation, and retirement requests; oversee support staff evaluations, renewals/non-renewals, and title changes.
5. Serve as lead-worker for the permanent staff member and student employees responsible for ensuring front desk coverage throughout normal business hours in the Dempsey Hall suite of offices. Provide front desk coverage in the absence of that staff member.
6. Maintain a high level of proficiency with Microsoft Office software applications (e.g. Excel, Word, PowerPoint, etc.), calendaring and other software applications.
7. Represent the Vice Chancellor's office at seminars and workshops which present updated technologies and current changes in elements and applications; make recommendations regarding new equipment purchases after researching cost, availability and adaptability to the Division's present system. Train and inform support staff of new features.
8. Provide supplementary software support for other units reporting to the Vice Chancellor.
9. Direct purchase and maintenance of personal computer equipment and software, photocopy machine, office equipment, furniture and fixtures. Determine availability of funds for major and minor purchases. Authorize requests for purchases, processing purchase orders, pay vouchers, work orders, etc.
10. Delegate the maintenance of the Division's website, periodically reviewing it for accuracy, including but not limited to the area of the list of Division staff members.
11. Hire, train and supervise the permanent staff member and student employees in the Student Affairs office.
12. Delegate office duties as necessary to complete processes in a timely manner.
13. Complete other duties as assigned.

Maintain financial programs and functions.
1. Process and oversee acquisitions made with Student Affairs’ office and Dean of Students office procurement cards. Track expenditures to assure compliance with Purchasing guidelines. Maintain records to ensure that financial accountability standards are met.
2. Track, maintain, and monitor divisonal accounts as directed by the Executive Director for Campus Life, providing detailed and summary reports; specifically monitoring the Student Affairs and Dean of Students unit accounts.
3. Maintain Student Affairs’ office and Dean of Students’ office physical and surplus property needs.
4. Complete other duties as assigned.

Provide administrative support to the Division in gathering and handling confidential information. 1. Facilitate personnel-related activities, including serving on or providing support to search and screen committees as assigned across the Division. 2. File and maintain correspondence of a highly confidential nature such as matters related to possible legal actions and other potential job actions and options within Student Affairs; salary recommendations; promotions/contract renewals or non-renewals; and other confidential concerns as they arise within the Division of Student Affairs. 3. Complete other duties as assigned.

Plan Student Affairs events such as workshops, retreats, receptions, celebrations and other types of meetings and gatherings. 1. Contract for room reservations and food service, determining and initiating methods of payment through appropriate accounts for services rendered. 2. Reserve audio-visual equipment, prepare well-organized agenda, and research and compile relevant backtround information and materials. 3. Direct duplication and distribution of event materials to participants for review. 4. Compose and send event reminders, arranging for off-campus visitor parking, meals and lodging. 5. Complete other duties as assigned.
Qualifications  
Required:  1. Well-developed ability to:
    a. write clearly and accurately, using correct grammar and punctuation
    b. articulate clearly and concisely
    c. work efficiently and effectively with administrators, faculty, staff, students and their families, co-workers, and the general public
    d. understand and provide excellent customer service
    e. handle information and records with discretion and to maintain strict confidentiality
    f. accomplish work within deadlines while meeting customer service standards, including the ability to successfully deal with frequent interactions with a variety of customers, frequent interruptions by phone and personal inquiries, and lengthy periods of intensive, detail-oriented work
    g. collect, format, report, and use statistical and written data
2. Proficiency in the use of computers, including Microsoft Office software applications (e.g. Excel, Word, PowerPoint, etc.), calendaring, and other software applications
3. Experience successfully planning events and making travel arrangements
4. Ability to exude a high level of professionalism through strong interpersonal communication skills.
Preferred: Knowledge of University and student financial systems and financial tracking mechanisms, including skilled use of WISDM-Wisconsin Data Mart for PeopleSoft Financials

CORE COMPETENCIES PREFERRED:

Self-Awareness and Professional Development – The incumbent proactively looks for opportunities to develop her/his own skills and related behaviors in her/his areas of expertise in an effort to maximize performance and effectiveness.

Communication and Personal Effectiveness – The incumbent effectively communicates with internal and external stakeholders to share and express information in an ethical, forthright and timely manner.

Customer Orientation – The incumbent empathetically seeks understanding of what internal and external stakeholders require and expect, and uses available resources, policies, and opportunities in those stakeholders’ best interests without compromising institutional or unit values.

To Apply:

Applicants must submit the following documents using the online application:

A cover letter, resume, and a list of 3 references with contact information (include email address).

For questions regarding your application and additional options to apply, contact Human Resources at recruitment@uwosh.edu or 920-424-1166.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by November 13 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. This is an internal search that will only consider current UW Oshkosh employees. 

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Advertised: Central Daylight Time
Applications close:

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All candidates for employment are subject to a pre-employment screening which includes a review of criminal records, reference checks, and verification of education.

Contact Us

recruitment@uwosh.edu
920-424-1166