Description

This position provides administrative assistance under the direction of the dean of the College of Education and Professional Studies and reports directly to the dean. This position is responsible for general administrative support to the dean, as well as college budget management and the support of college personnel.

The College of Education and Professional Studies at UW-Whitewater includes seven academic departments. The dean's office oversees approximately 190 faculty and staff members and has an estimated spending authority of approximately 7.2 million dollars.  

Budget Management 

• Evaluate, analyze, classify, record and process various college expenditure requests to ensure appropriate charges in compliance with college, campus and system guidelines and procedures. Monitor the office accounts and reconcile the accounts monthly using WISER (soon to be Workday).
• Collaborate regularly with the dean on budget planning and supervision for college.
• Establish, maintain, and reconcile detailed ledgers for multiple complex budgets. Verify expenditures and revenue deposits for all organization codes and foundation accounts. Oversee organization codes/account reports for accuracy, including any carry-over allocations.
• Support department assistants and chairs with their budget work.
• Exercise confidentiality and discretion related to faculty and staff salary, stipends, benefits and awards, as well as administrative and classified staff salary and benefit allocations and expenditures.
• Identify and resolve any billing, org/account discrepancies.  Coordinate corrections with vendors, campus purchasing, financial services, Foundation offices, and university units.  Initiate transfers of incorrectly charged expenditures.
• Establish and maintain accurate financial records. Audit and examine reimbursement forms for accuracy and compliance with college policies and procedures, advise dean on current budget balances and verify accuracy of invoices.
• Prepare requisitions and purchase orders for all equipment for the dean's office, supply orders for building workrooms, travel allocations, and special projects.  Review outgoing requisitions to verify accuracy of accounts, totals and adherence to college, university and system policies and procedures.
• Collect annual reports from college sub-units and departments for dean's review and report to provost.
• Update and distribute information related to the College of Education and Professional Studies, including staffing updates; changes in committee structures, functions and memberships; changes in college requirements and procedures; and verification of data contained in the section covering university policies.
• Generate updated lists of faculty that include department, rank, date appointed, date of departure, year for tenure decisions, full and part-time academic staff and other personnel information as needed.  
• Arrange consultation schedule for evaluation of chairpersons and compile evaluation data received from department members.
• Maintain log of purchasing card expenditures, receipts and/or other documentation in compliance with university policies and procedures. Reconcile procurement card expenses on a monthly basis.  Maintain records of approved departmental procurement card expenses.
• Develop and maintain comprehensive, computer generated, service and supply records and reports, supported by source documentation of specific college accounts to aid in the management of equipment, supplies, and financial accountability.
• Create and chronicle professional development fund expenditures. Record dean's approval/rejection and comments, and expenditure figures to assure conformity with college budget allowances and both college and university policies and procedures.
• Prepare fiscal reports as requested.

Administrative Support

• Manage dean's schedule and electronic calendar. Coordinate meeting times, dates and locations for individuals at dean's request.
• Screen calls, visitors, and requests for appointments, evaluate requests for information, responding to requests or referral to appropriate individuals or offices.
• Supervise maintenance and security of display cases, directories, and keys for buildings. Act as building emergency officer in absence of dean and notify Facilities, Planning and Management or appropriate unit when services or repairs are needed. Field, assess, and report problems of security, physical harm, severe weather, fire, and college physical plan problems to the dean. Initiate online work orders for repairs and maintenance of college and building facilities and equipment.
• Serve as a back-up for schedule building conference rooms for various internal and external groups.
• Exercise confidentiality and discretion in all aspects of the position, including communications with administrators, faculty and staff, department assistants, and students.  Act as liaison between the dean's office and other clerical staff in the college. Function as authority on routine procedural matters for the college. Advise the dean of situations that require attention.
• Prepare, forward, and follow-up on college-related transmittals regarding the actions of the dean's advisory board and other committees and boards as required.
• Schedule and attend weekly admin council meetings.  Assemble topics and take minutes. Prepare and distribute minutes. Follow up on agenda items as needed.
• Proofread materials for content and grammatical errors. Oversee opening of mail, screen, prioritize and distribute to the dean.
• Provide travel support for dean's travel and expense reporting.
• Assist dean, associate and assistant dean in the absence of other administrative staff.
• Effectively manage an office and multiple priorities effectively and efficiently.
• Research and interpret personnel policies and procedures and college, campus, and system forms for the dean, program coordinators, chairs, faculty/academic staff, department associates, and others as needed.
• Provide a variety of information to administrators, faculty, staff and students and make necessary referrals to appropriate academic departments and other offices on campus.

Personnel Support 

• Review academic calendar from the provost, and advise the dean of pertinent deadlines for written reports and communications with the provost. Continue to monitor deadlines, and keep the dean, college staff, and chairs notified to ensure that deadlines are met for reappointment, promotion, and salary recommendations.  Maintain promotion recommendations and distribute materials to constituency committee members.
• Receive and review reappointment materials (Purple Books). Ensure correct procedures are followed and appropriate signatures have been obtained. Work with chairs and department associates to resolve problems.  Forward materials to the provost's office as necessary according to established timelines.
• Review and edit recruitment forms from the department chairs.  Ensure that correct procedures are followed; work with chairs and department associates to resolve problems. Oversee recruitment advertisements to the Chronicle of Higher Education. Maintain a working log of search recruitments and deadlines.  Schedule candidate interviews with the dean. Administer letters for the dean offering faculty position to chosen candidates. Create personnel files for new hires.
• Receive requests from faculty and academic staff requiring personnel action (i.e. retirements, resignations, percentage changes in appointments, leave of absence, etc.) Direct these requests to the appropriate office staff along with proper forms and information, and ensure that accurate and proper correspondence/forms are generated.
• Assist technology coordinator with faculty computer and technology purchases in compliance with university system requirements.
• Provide information and assistance to special visiting groups. Provide direction to students, faculty and visitors to the appropriate offices or areas. Arrange facility, refreshment and other necessary accommodations for college meetings and advisory boards.
• Assist in scheduling and logistical variables relevant to scheduling meetings, conferences and presentations essential to the mission of the college. Coordinate travel arrangements for the dean and other college personnel at the dean's request. Prepare and maintain records of travel vouchers, process reimbursement/payment documentation.
• Other duties as assigned by the dean.

Requirements

Minimum Qualifications:

Two years of administrative support experience
Strong level of initiative, planning, and organizational skills
Documented institutional budgetary experience
Proficient with computer systems, applications and software (e.g. Microsoft Office, PeopleSoft/Workday)
 
Knowledge, Skills, and Abilities:

Strong oral and written interpersonal communication skills
Attention to detail in all aspects of work
Ability to multitask and prioritize essential duties
Ability to implement organizational and problem solving skills in a face paced environment
Ability to work independently and be self-directed
Ability to work with faculty/staff, administrators, students and prospective students who come from diverse backgrounds
Ability to exercise confidentiality and discretion.
Excellent customer service skills
Strong managerial and organizational skills
Ability to train and supervise employees
Ability to interact respectfully and work collaboratively with people from diverse socioeconomic, cultural, and ethnic backgrounds, including students, parents, staff, and faculty
Willingness and ability to be an active participant in following applicable safety rules and regulations, including necessary training and drills.

Only complete application packages will be considered. This includes online submission of the following documents:

Cover Letter
Resume
Name and contact information for three professional references
This Job ID is 21601.