Dean's Assistant

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Position Title:

Dean's Assistant

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant III

Job Duties:

The College of Business, Arts and Communication Dean’s Assistant provides comprehensive administrative, operational, and organizational support to ensure the effective functioning of the Dean’s Office and college-wide initiatives. This role manages complex scheduling and logistics for meetings, conferences, travel, and events, while serving as a central point of coordination for college committees, councils, and advisory groups.

The Dean’s Assistant is responsible for maintaining the Dean’s calendar, organizing and supporting high-level meetings, preparing agendas and materials, recording minutes, and ensuring compliance with applicable regulations such as the Wisconsin Open Meetings Law. This position also oversees office operations, including facilities coordination, supply management, and continuous improvement of processes to enhance efficiency.

Serving as a key liaison, the Dean’s Assistant communicates with faculty, staff, administrators, and external stakeholders, providing guidance on policies and procedures related to personnel actions such as tenure, promotion, and program review. The role supports personnel processes, tracks critical administrative deadlines, and ensures accurate recordkeeping while maintaining strict confidentiality of sensitive information.

Provides exceptional administrative support and contributes as a collaborative team member, stepping in to assist colleagues as needed to support the success of the Dean’s Office and college operations.

Additionally, the Dean’s Assistant develops and distributes communications, maintains electronic and physical filing systems, updates web content, and manages distribution lists to ensure timely and effective information flow across the college. This position plays a vital role in supporting strategic initiatives, college events, and maintaining organized, compliant, and efficient administrative operations.

Key Job Responsibilities:

Prepares and audits complex records, edits documents, and reviews work done by others

Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures

Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums

Department:

College of Business, Arts and Communication

Compensation:

Starting at $25.00 per hour commensurate with experience

Required Qualifications:

Demonstrated ability to maintain confidentiality and appropriately handle sensitive personnel, student, financial, or institutional information in a professional manner.

Experience organizing, maintaining, auditing, and retrieving records and files with a high degree of accuracy.

Proficiency in Microsoft Office Suite and other emerging technologies.

Demonstrated customer service acumen responding to inquiries and providing support to different populations in a professional and timely manner.

Experience maintaining secure records management systems and applying established records retention and confidentiality standards.

Proven ability to manage multiple assignments simultaneously, prioritize competing deadlines, and complete work accurately within established timeframes.

Effective written and verbal communication skills, including the ability to prepare professional correspondence, reports, and procedural documentation.

Demonstrated ability to work independently with minimal supervision and collaboratively as a member or leader of a team.

Experience identifying operational issues, evaluating alternatives, recommending solutions, and supporting implementation of process improvements.

Demonstrated commitment to continuous improvement through process enhancement, professional development, training, or implementation of best practices.

Preferred Qualifications:

Experience applying critical thinking and analytical skills to assess complex situations and develop practical solutions.

2 or more years of experience in an executive administrative support role.

Proven ability to learn and effectively apply new software applications, technologies, policies, or business processes.

Experience interpreting, applying, and explaining organizational policies, procedures, regulations, or collective bargaining provisions.

Demonstrated ability to communicate effectively with individuals at various organizational levels and with both internal and external stakeholders.

Experience leveraging emerging technologies, automation tools, reporting platforms, or artificial intelligence applications to improve efficiency, service delivery, or business processes.

Experience working within a higher education, government, or similarly regulated environment.

Education:

Minimum Degree Required: Associates degree

Preferred Degree: Bachelors degree or higher in a discipline offered within the College of Business, Arts and Communication

How to Apply:

Applicants must submit the following documents using the online application:

Resume

Cover Letter

*Please use your application materials to speak to each of the qualifications for this position as listed above. Be sure to describe your relevant experience and areas of expertise, using specific examples from your work and education history. Applicants must complete all required fields and attach all required documents prior to submitting the online application.

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.

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

To Ensure Consideration: Applications received by the end of the day on 07/19/2026 are ensured full consideration. Applications received after that date may be given consideration. 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.

Contact Information:

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

• Work Authorization
• Unless otherwise indicated in the job posting, the University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. UW Oshkosh is not an e-verify employer; therefore, STEM extensions are not options for work authorization.

Legal Notices:

Reasonable Accommodations

UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact hroffice@uwosh.edu or 920-424-1166. This job announcement and other material on this site will be made availabl