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Position Summary: Reporting to the Dean of the College of Nursing, this position provides the primary administrative support to the Dean. With key responsibilities in the areas of administrative support to the Dean, office management, and purchasing and fiscal records maintenance, the independent actions and judgment of the individual occupying this position directly affects the work of the faculty, students and staff of the College.
Goals and Worker Activities:
A. Office Management—35%
- Assure that necessary resources are acquired to promote optimal functioning of the administrative offices on an on-going basis. Requires use of MS Excel and WISDM financial database.
- Coordinate scheduling of college committee meetings. Supervise room reservations for college meetings, assure proper room arrangements, notify campus News and Publication Office when appropriate, and prepare and send agendas and other pertinent information prior to scheduled meetings. Requires of SUN calendaring system.
- Organize and process faculty/academic staff personnel data, and other appropriate information for retention, tenure, promotion, and merit recommendations sent to the Provost/Vice Chancellor and Associate Vice Chancellor. Compile data including committee votes, committee’s recommendation, and overall, rating of instructor’s teaching effectiveness and courses taught, to be included for submission with personnel records to the Provost/Vice chancellor and Associate Vice Chancellor. Initiate retention recommendations for individual faculty member listing statistical information for Dean to incorporate with his recommendation.
- Initiate search and screen process for vacancies of faculty, academic staff, and classified positions in college. This includes advertising; following Affirmative Action procedures; maintaining candidate files; arranging travel accommodations; logging and processing travel expenses; creating itinerary; and scheduling interviews for candidates, sending candidates pertinent information regarding the college, university and community; completing forms for hiring; and sending letters of appreciation to all applicants upon completion of the search.
- Work with Program Directors and Dean, ascertain faculty appointment dates, salaries, teaching loads and student credit hours. Initiate, compute salary/wage amounts, and process contracts and PTFs for college faculty and academic staff. Requires use of MS Access to create and modify databases.
- Maintain and ensure security of faculty personnel and confidential files in college.
- Responsible for college files including maintenance and development of appropriate filing systems for correspondence, confidential memoranda, reports and other communications.
- Initiate request and approve key distribution for offices, laboratories, workrooms and building entrance for all faculty, academic staff and classified staff in the college.
- Assign and secure mailbox keys for new college personnel.
- Compose and/or type confidential material for faculty or program directors in college (includes preparation of materials and minutes for Personnel Committee, Promotions Committee, etc.)
- Advise program directors, faculty/academic staff, and support staff of changes in university and college policies and procedures, and changes in campus and UW System-wide forms.
- Create and update position descriptions for classified staff, LTEs and student staff in college.
- Coordinate telephone service for college personnel including ordering new numbers, services, moving numbers to different rooms when personnel change offices, and authorizing all connects and disconnects. Secure access codes and explain voice mail to new personnel.
- Analyze and discreetly reply to inquiries. If questions not applicable to the College of Nursing, refer to appropriate office.
- Maintain operation of FAX machine. Send and/or receive and distribute materials to appropriate personnel and/or instruct personnel on procedures for use. Preserve confidential materials. Maintain fax machine: purchase of supplies and machine maintenance.
- Obtain parking permits for Dean’s visitors and provide directions to campus, while maintaining college permit log. Requires use of MS Excel.
- Responsible for preparation of college faculty listings for submission for university directory and Postal Services distribution records
- Initiate on-line work orders for repairs and maintenance of college and building facilities and equipment
- Maintain operation of college’s copier—purchase of supplies and machine maintenance.
- Plan and direct the physical moves within the college.
- Maintain college conference room schedules. Requires use of SUN calendar system.
B. Administrative Support to the Dean—25%
- Schedule appointments and conferences for Dean with those associated with the college and its mission, screen calls and requests for appointments, and forward queries as necessary. Maintain tickler file containing materials for upcoming conferences, meetings, deadlines, pending items, and items for discussion. Requires use of Sun calendar system.
- Manage Dean’s schedule—schedule appointments, meetings, and maintain calendar. Requires use of Sun calendar system.
- Compose letters and memorandums over Dean’s signature.
- Screen calls and visitors, evaluating requests for information and responding to requests or referring to appropriate individual/office.
- Open, review, and prioritize mail for Dean. Flag urgent/important items and answer correspondence as requested by Dean, or reply independently to routine correspondence.
- Prepare and handle all confidential mail, correspondence and office files.
- Provide administrative assistance to Dean in research, preparation and composition and compilation of statistical information for special projects and reports, and the preparation of college data, administrative documents and reports.
- Arrange Dean’s travel to include: airline tickets, train tickets, conference registration, hotel accommodations, and vehicle reservations, and prepare necessary paperwork for reimbursement. Requires use of WISDM financial database.
- Maintain and update Administrative files in Dean’s office. Determine which files are to be archived, and maintain archives in storeroom.
- Maintain supply of all university forms relevant to operation of Dean’s Office. Keep abreast of new forms and policy changes.
- Maintain inventory and order all supplies, books, and office equipment for Dean’s office.
- Coordinate and supervise projects at the request of the dean.
- Screen and verify all clinical travel vouchers prepared by program secretaries before submitting to Dean for signature to determine if proper information is noted, and correct reimbursement rates are used. Requires use of MS Excel and Access to track activity.
- Perform whatever duties are necessary to ensure the smooth, efficient, and effective operation of the Dean’s office.
- Use independent judgment to maintain smooth work flow of assignments, setting priorities as to needs and deadlines.
- Maintain information on college Board of Visitors. Requires use of MS Excel.
C. Purchasing and Fiscal Records Maintenance – 40%
- Secure use of fleet vehicles for all college personnel.
- Interpret and explain rules, regulations, policies and procedures to be followed on travel, use of telephones, keys, and parking permits for all college personnel.
- Monitor budgets for college-wide accounts, review expenses and charges, initiate correspondence and transfers to correct inconsistencies and/or errors. Requires use of MS Excel and WISDM financial database.
- Initiate budget transfers to other units and organizations as needed in the financial operation of Dean’s office. Requires use of MS Excel and WISDM financial database.
- Make purchases for the college using purchasing card, Purchase Orders, and Department Purchase Orders. Maintain log for charge purchases, following procedures issued by Purchasing Department for maintenance of the charge accounts, which is audited on an annual basis. Requires use of WISDM financial database and MS Excel.
- For all purchases in college, maintain fiscal year budget records for all accounting procedures in Dean’s Office (i.e., Central Stores requisitions, telephone charges, personnel payments, maintenance work requests, etc.) Requires use of MS Excel and WISDM financial database.
- Prepare and retain all college candidate travel budget information. Apprise faculty of policies and procedures regarding candidate travel and reimbursement of expenses.
- Monitor records for the Dean’s budget. Approve Central Stores orders for materials used in the college. Requires use of WISDM financial database.
- Responsible for on-line ordering of all office supplies for college from designated office supplier.
- Coordinate and procure all supplies for Learning Laboratory, Nurse Care Center, Undergraduate Program, Graduate Program, Dean’s Office, Living Healthy Program, Research Center, and grant projects, using all college-wide accounts. Requires use of WISDM financial database and MS Excel.
- Upon receipt of orders, unpack, sort, and deliver all office supplies, and supplies ordered through vendors to verify correct items were received, and charges are appropriate when charge card invoice arrives.
- Interpret and provide instructions and other verbal and written assistance to all college personnel to assist them in properly submitting appropriate information, and receipts for submission of TER.
- Initiate, verify, prepare, and submit all college conference travel (conference registration, round-trip transportation, hotel accommodations, and transportation at conference site)—to include advances, out-of-state requests, and reimbursement claims for accuracy, completeness and conformity to appropriate policies/procedures. Requires use of WISDM financial database and MS Excel.
- Initiate and follow through on all payments of honoraria and travel expenses relating to staff and faculty in the college. Requires use of WISDM financial database and MS Excel.
- Initiate and follow through on the payment of all invoices for the college. Requires use of WISDM financial database and MS Excel.
- Deposit all monies for Nightingale Award dinner and pay all invoices associated with the event. Requires use of MS Excel.
- Initiate all college deposits and disbursements with UW Oshkosh Foundation accounts, while maintaining records for same. Requires use of MS Excel.
- Maintain Faculty Fund and Dean’s Discretionary accounts held by UW Oshkosh Foundation. Requires use of MS Excel.
- Maintain records of all financial transactions (i.e., C13 – C18) and submit to College’s University Business Specialist as requested. Requires use of MS Excel.
Competencies and Expectations
- Comprehensive understanding of the College of Nursing procedures and policies and familiarity with the university’s organizational structure.
- Maximize use of computer technologies when performing the job
- Engage in all job-related interactions with a courteous and professional attitude
- Willingly collaborate/assist other classified staff when possible, work as a team
- Exhibit the ability to resolve problems in a professional manner
- Bring a positive and optimistic attitude to the workplace
- Maintain confidentiality at all times
- Participate in professional development and training to become more effective and efficient in the position
Knowledge, Skills & Ability Requirements
- Knowledge of College and University policies and procedures
- Knowledge of online financial database and reporting functions
- Knowledge of electronic calendar & email systems
- Advanced proficiency with MS Word and MS Excel.
- Intermediate to advanced proficiency with MS Access, especially the functions of Tables, Queries and Forms
- Effective written and verbal communication skills
- Self-motivated and ability to function independently with little or no supervision
- Ability to manage multiple tasks and effectively organize work to meet many tight deadlines
- Advanced organizational skills
- Capacity to learn new or changed processes or applications quickly
- Ability to cope with multiple interruptions
- Ability to adjust work priorities with short notice
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