DEAN’S EXECUTIVE ASSISTANT & ADMINISTRATIVE SERVICES SUPERVISOR

The Dean’s Executive Assistant & Administrative Services Supervisor position provides comprehensive executive support to the Dean of the School of Nursing (SoN), manages the administrative functions of the Dean’s office, directly supervises the administrative assistants providing support to faculty (both tenure-system and clinical), and coordinates administrative support services across the School of Nursing to ensure consistency, continuity, and quality. This individual is expected to utilize a considerable amount of independent initiative and judgment, exercise a high level of administrative, problem solving, and analytical abilities, and have strong communication skills to anticipate, coordinate, and facilitate the daily operations of the Dean’s office and administrative services across the School. Duties include prioritizing the work of the Dean, ensuring that the Dean is prepared in a timely manner for meetings and business activities, managing the Dean’s calendar, coordinating travel, and maintaining confidentiality of information with discretion and sensitivity. This position serves as a reflection of the Dean and the “front door” of the SoN, responding to inquiries with customer-oriented interpersonal skill in all interactions. This position is also responsible for implementing best practices for administrative support services to elevate the efficiency and effectiveness of organizational processes.

• 40% Schedules logistics for meetings, conferences, and travel and organizes schedules for a leadership position with institution wide authority
• 10% Compiles, screens, and evaluates correspondence and reports and recommends actions
• 20% Develops and facilitates communications of varying complexity between various internal and external stakeholders
• 5% Manages the organization, auditing, security, and confidentiality of records and files
• 5% Monitors budgets and reviews and approves expenditures
• 10% Exercises supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 full-time equivalent employees
• 5% Represents the Dean’s office in a professional manner to all constituencies
• 5% Coordinates services provided by administrative assistants across the School of Nursing to ensure consistency, continuity, and quality of services for various operational areas within the school

• Serve as a liaison between the Dean’s Office and School of Nursing employees, callers, and visitors.
• Independently screen phone calls and visitors to the Dean’s Office.
• Provide staff support, agenda, document, and information preparation for scheduled meetings.
• Meet with the Dean on a regular basis to anticipate, coordinate, facilitate, and plan activities, and follow-up on assignments and project deadlines.
• Produce draft through final documents and materials, much of which is confidential, while providing exceptional proofreading services.
• Coordinate conference activities and travel arrangements, including accurate and timely reimbursement and travel expense reports.
• Maintain hard copy and electronic files for the Dean’s materials, including confidential issues.
• Perform purchasing duties with purchasing card, coordinating supporting documentation and correctly assigning funding sources.
• Schedule appointments for meetings of various committees, groups, and individuals.
• Provide administrative support to designated governance committees as needed.
• Coordinate work of multiple authors related to development of draft policies and strategic planning documents, assuring correct and current version-control.
• Assist with coordination of retreats and strategic planning activities.
• Recruit, hire, and supervise student employees.
• Collaborate with the Dean and Associate Dean for Faculty Affairs to implement committee elections and appointments.
• Provide direct supervision for Faculty Affairs administrative assistants including providing work assignments, conducting performance reviews, and supporting professional development.
• Coordinate back-up coverage during approved absences for other administrative support staff in the school.
• Coordinate administrative services to ensure consistency, continuity, and quality of services for various operational areas within the SoN.

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.
The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background – people who as students, faculty, and staff serve Wisconsin and the world.
For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Required
Associate’s Degree
Preferred
Bachelor’s Degree
Bachelor’s degree or higher preferred in related area. Prior education and training in office management, communications, or project management is strongly desired.

Well-qualified applicants should have the following:
– A minimum of two years of relevant experience as an administrative or executive assistant; experience in higher education at the executive level is preferred, but not required
– Previous supervisory experience within the past 5 years is preferred
– Excellent organizational skills and ability to successfully multitask with accuracy
– Strong written and oral communication skills
– Demonstrated commitment to customer service, diversity, equity, and inclusion
– Highly effective and efficient use of Microsoft Office and productivity software/programs
– Ability to manage sensitive issues and maintain confidentiality at all times

Full Time: 100%
This position requires most work to be performed in-person, onsite, at a designated campus work location. Occasional evening and weekend hours are also required.

Ongoing/Renewable

Minimum $70,000 ANNUAL (12 months)
Depending on Qualifications
The expected salary for this position starts at $70,000. Actual pay will depend on experience and qualifications. In addition to base pay, the employee in this position can expect to receive benefits such as generous vacation, holidays, and other paid time off, competitive insurances and savings accounts, and employer sponsored retirement benefits.

For nearly 100 years, the University of Wisconsin-Madison’s School of Nursing (SoN) has been committed to enhancing healthcare through teaching and research. With a mission to develop leaders for the profession and society; we make discoveries, enhance systems, and improve health through research, education, and practice for Wisconsin and beyond. The School of Nursing strives to achieve inclusive excellence and fosters an academic environment that welcomes diversity in students, faculty, staff, and the curriculum.
In the course of employment with the School of Nursing (SoN), dependent upon position and job responsibilities, employees may have access to PHI (personal health information) in order to fulfill the duties of their position. As part of the UW-Madison Health Care Component (HCC), all SoN faculty, staff, students, volunteers, and unpaid affiliates are required to complete HIPAA training as part of their orientation.
Successful candidates are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of appointment.
A criminal background check will be conducted prior to hiring.

To apply for this position, please click Apply Now, from jobs.wisc.edu, to begin the application process. You will be asked to submit the following (PDF file format is strongly encouraged and preferred):
1) A letter of interest highlighting relevant work experience and referencing PVL #268275
2) A resume/CV
References will be requested from finalists only and are not required with initial application.
For questions regarding this position, please contact Dr. Linda Scott, Dean of the UW-Madison School of Nursing at [email protected].
Online applications must be received by 11:55pm on the application deadline to ensure consideration.
Failure to submit complete application materials may result in ineligibility for consideration for this position.

Samantha Noordhoek
[email protected]
608-262-0051
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Executive Assistant II(AD011)

A540100-SCHOOL OF NURSING/DEAN’S OFFICE/ADMIN

Academic Staff-Renewable

268275-AS