Dean's Executive Assistant

The University of Wisconsin-Stout invites applications for the position of Executive Assistant to the Dean of the College of Arts and Human Sciences (CAHS). This position serves as assistant to the Dean of the College of Arts and Human Sciences and provides administrative support to the dean and associate deans, coordinates CAHS activities, and activities of the dean's complex. The person in this position must possess knowledge of the college and all other campus units, be self-motivated, and exercise significant independent decision-making. Professional communication skills are imperative as a representative for the college and the university to other campuses, students, parents, the community, and other publics. The anticipated start date for this position is May 1, 2025.

System Job Title: Executive Assistant I Job Code : AD010

Working Title: Dean's Executive Assistant

QUALIFICATIONS

Minimum

• Excellent verbal and written communication skills. 
• Excellent judgment including sensitivity to personal and confidential information.
• Excellent interpersonal and customer service skills. 
• Ability to cultivate a professional, inclusive, and positive 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 time management skills.
• 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.

Highly Desired/Preferred 

• Experience in a professional assistant or related role.
• Supervisory experience. 
• Bachelor's Degree.
• Experience with applications or web-based software systems beyond standard Microsoft Office products.

RESPONSIBILITIES

A. Administrative Assistance to the Dean and Associate Deans

• Maintain calendar for the CAHS 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 CAHS College 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 ensure timely completion of projects. 
• 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 for travel.
• Other duties as assigned by the Dean.

B. 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.
• 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 College 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 CAHS Council meetings and CAHS 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 reserve and open rooms and buildings that are supervised by the Dean.
• Resolve or report building issues for facilities supervised by the Dean.
• Enter card access requests for buildings supervised by the Dean.
• 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. 
• Coordinate, as needed, the selection processes for CAHS College student and faculty/staff awards and professorships.
• Verify and reconcile computer inventory for CAHS Dean's office as required and maintain accurate records for audit.
• Maintain log of equipment borrowed from and returned to the Dean's office.
• Maintain strict confidentiality regarding information pertaining to students, faculty and staff.
• Participate in professional development activities to keep skills up to date.
• Surplus equipment that is no longer used.
• Comply with the university's environmental and safety practices.

C. Coordination of information to departments, faculty, students, 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, demonstrating 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 external and internal college website periodically to keep up-to-date information posted.
• Work with student office assistants to keep building bulletin boards and hallway display monitors current.
• Participate in university shared governance and serve as representative on campus or college committees as requested.

DEPARTMENT INFORMATION

The College of Arts and Human Sciences (CAHS) is committed to an education that enhances the well-being of individuals, families, and society; empowers students to become lifelong learners and responsible citizens who value scholarship, diversity, and the pursuit of truth; contributes to a broad-based understanding of the human experience; and fosters a culture of excellence, collegiality, and professionalism.

APPLICATION INSTRUCTIONS

Complete applications received by end of day, Monday, March 31, 2025 are ensured full consideration.  Applications submitted after March 31st may be reviewed at the discretion of the search committee or until position is filled.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs 

Required application materials: 
1. Cover letter (* See below)
2. Resume

All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.  

*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

Applicants must complete all required fields and attach all required documents prior to submitting the online application.

Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

Before starting the online application process, we recommend you preview the frequently asked questions (FAQs) available at: https://kb.uwss.wisconsin.edu/21900 

It is the policy of UW-Stout to provide reasonable accommodation 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 accommodation for a qualified individual's disability.

For questions regarding this position or recruitment, please contact:
Search Chair: Kevin Drzakowski, Associate Dean
Phone: (715) 232-1103
Email: drzakowskik@uwstout.edu 

If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:
Search Coordinator: Lorin Kuester
Email: kuesterlo@uwstout.edu 

ADDITIONAL INFORMATION

Competitive salary commensurate with qualifications and experience. The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. UW-Stout is certified as a Family Friendly Workplace which recognizes market-leading employers for employee benefits and commitment to supporting children and families.

• Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf 
• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

UW-Stout is committed to nondiscrimination in its employment practices and to equal employment opportunity for all persons and does not discriminate against, harass or retaliate on the basis of race, color, creed, religion, age, sex (as defined in state and federal law), sexual orientation, national origin, ancestry, disability, pregnancy, marital or parental status, genetic information, arrest record, conviction record, military service, veteran status, use or nonuse of lawful products off the employer's premises during non-working hours, political affiliation, declining to attend a meeting or participate in any communication about religious matters or political matters, honesty testing, or any other category protected by law.  

As an equal employment opportunity and affirmative action employer, UW-Stout welcomes applications from individuals from diverse groups; veterans, individuals with disabilities and from historically excluded populations. At UW-Stout we value our differences and welcome diverse perspectives as we continually commit to developing an inclusive and equitable environment for all employees and students.  

Employment is contingent upon the final candidate's completing a criminal background check and being cleared to work by the Human Resources Office.  Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidate and most recent supervisor(s) questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks.

The University of Wisconsin-Stout does not offer H-1B or other work authorization visa sponsorship 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 for maintaining work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715.232.2149.  

In response to a public records request, the Universities of Wisconsin 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).

UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information