College of Education and Human Sciences: Dean's Office Assistant
Job description
JOB DUTIES:
POSITION: A full-time university staff position is available in the College of Education and Human Sciences Dean’s Office beginning May 1, 2023. The working title for this assignment is Dean's Office Assistant with an official title of Administrative Assistant III. This is an expected-to-continue assignment which requires a six-month probationary period. The expected hourly hiring salary will be based on qualifications and experience, range is $19.00 - $25.00 per hour.
MINIMUM QUALIFICATIONS:
- Excellent organization, verbal and written communication skills, attention to detail, and customer service skills
- Strong interpersonal and collaboration skills to interact effectively with dean, associate dean, faculty, staff, students, visitors, and community partners
- Knowledge of or desire to learn Qualtrics, BP Logix, WISDM, CampS, Courseleaf and other commonly used software applications
- Knowledge of or desire to learn website and social media strategy, platforms, and tools
- Advanced knowledge of common software applications to organize meetings, communicate effectively, generate a variety of documents, and maintain records
- Ability to learn new systems, software, and processes quickly
- Ability to conduct tasks professionally and confidentially
- Ability to multi-task and work efficiently and effectively
- Ability to work independently on tasks with minimal supervision
- Commitment to equity, diversity, and inclusivity
PREFERRED QUALIFICATIONS: Bachelor’s Degree
DUTIES:
Administrative Support – 10%
- Provide reception for the Dean’s Office; provide information for general requests for College from callers, visitors, faculty, staff and students.
- Provide administrative support for the Associate Dean including maintaining calendar and schedule.
- Maintain the schedule for college-designated rooms in Centennial Hall.
- Order and maintain office supplies and college promotional materials.
- Coordinate student employee hiring and training. Supervise and support student workers.
Curriculum and Catalog 40%
- Assist Associate Dean with all process and procedures related to curriculum including College Curriculum Committee meetings, creating agendas, completing meeting minutes and sending out call for agenda items.
- Create curriculum planning calendar including all deadlines for College Curriculum Committee, Academic Policies Committee, University Liberal Education Committee, and University Senate. Distribute to department chairs.
- Prepare and assist academic departments with course/program revisions in the electronic catalog system. Attend and participate in meetings relating to electronic catalog systems.
- Act as contact for all curricular issues in the College including understanding and explaining college and university curriculum development policies and procedures related to the Course Inventory Management (CIM), and Program Inventory Management (PIM) systems.
- Update electronic catalog with all approved changes and assist in proofreading course and program information in catalog on a regular basis.
- Manage official course syllabi collection and documentation for College departments, including maintaining catalog system reports and alerting chairs when syllabi are due for revision and update.
- Create and implement system to update all four-year degree plans on an annual basis and prepare those plans for distribution to stakeholders.
College Communication & Student Success – 50%
- Coordinate college communication strategy including website, social media, and Blugold Insider; update College website and Blugold Insider site regularly, including updating meeting minute files, college and university resource sites, committee information, advising information, and other information as needed.
- Prepare College Dean’s List. Prepare letters to students for electronic distribution. Update listing on College website and ensure that list is linked to other social media accounts.
- Monitor Illegal Repeat enrollments and other student queries. Communicate regularly with students concerning enrollment status and other issues.
- Assist Associate Dean in running reports/sending notification letters to students in academic distress (warning/probation/suspension). Work with Student Retention Committee as needed. Prepare additional student information for presentation to Student Retention Committee.
- Assist in organizing, scheduling, advertising, and supporting College events including retreats, celebrations, student and faculty engagement activities, and college meetings.
- Track donations and handle written correspondence to donors in coordination with Dean and Associate Dean.
- Assist departments and the Dean with development, approval, and renewal of affiliation agreements; maintain a common database for affiliation agreements.
- Track enrollment data for College programs as directed by the Dean or Associate Dean and prepare report each semester.
- Assist Administrative Specialist with College activities and special projects.
Other Duties
- Assume other duties and projects as assigned by the Dean and Associate Dean.
THE UNIT: The College of Education and Human Sciences Dean’s Office consists of four staff members; the Dean, Associate Dean, Administrative Specialist, and Dean’s Office Assistant. Each position provides leadership and assistance to the students, faculty, and staff of the College’s five departments; Communication Sciences and Disorders, Education for Equity and Justice, Kinesiology, Special Education and Inclusive Practices, and Social Work. The Dean’s Office works closely with the University and community partners to produce graduates that will transform and enhance the lives of others in an increasingly diverse society, and follow unique career paths in education, healthcare, business, government, and non-profit agencies.
UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 11,500 students and 1,400 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation. To learn more about UWEC, visit https://www.uwec.edu/human-resources/employment-opportunities/why-uwec/ .
The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.
APPLICATION PROCEDURE: Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Web site: https://www.uwec.edu/job-postings/. You must create an account and login before you can apply. If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login." Click the link to the College of Education and Human Sciences: Administrative Assistant III position (Job ID #19545) and then click the "Apply Now" button to submit your application electronically. Your application will not be considered complete until all required documents are attached, and all required fields are completed. Please be sure you have included the following in PDF format:
- Letter of application
- Resume
- Names and contact information for three references.
Please direct requests for additional information to:
Trudy Brickheimer; kennedyt@uwec.edu
To ensure consideration, completed applications must be received by April 20, 2023. However, screening may continue until position is filled. The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).
The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report (https://www.uwec.edu/files/8/annual-security-report.pdf) . Also visit our Campus Security Authority policy (https://www.uwec.edu/files/787/CleryCompliancePolicy.pdf).
UW-Eau Claire is an AA/EEO/Veterans/Disability employer dedicated to enhancingdiversity, equity, and inclusion.
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