Department Assistant, Dean of Students Office

Current Employees: If you are currently employed at any of the Universities of Wisconsin log in to Workday to apply through the internal application process.

Position Title:

Job Category:

Employment Type:

Job Profile:

Job Duties:

The Department Assistant manages the front desk operations of the Dean of Students Office and supervises 5 student employees. This position assists students staff faculty and parents to triage a range of concerns related to student grievances complaints appeals disruptions crises emergencies and university standing. This position serves as the initial contact for the Dean of Students Office regarding university policies procedures resources and engagement. This position supports the workflow of student requests appeals and referrals by creating monitoring and advancing confidential students records and monitoring to ensure timely actions by staff.

Key Job Responsibilities:

• Serves as a primary point of contact for the department

• May provide operational guidance and training on day-to-day activities of student workers and program staff

• Monitors the department unit or program budget and expenses and may assist in the development of program budget and projections

• Identifies troubleshoots and resolves problems regarding technical systems and programs related to department operations

• Coordinates projects and program components including scheduling and logistics unit workflow and identifies areas for process improvements

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

Department: Dean of Students Office

Duties and Key Job Responsibilities:

50% - Manage Dean of Students Office Operations

• Oversee the Dean of Students Office front desk operations including main phone line and email account. Develop and implement protocols and procedures for staff when working with students employees and community members who contact the Dean of Students Office.
• Hire train and supervise the para-professional office assistant staff.
• Serve as the primary back up to paraprofessional staff for front desk operations including answering phones and Dean of Students Office general email.
• Serve as a primary contact for the Dean of Students Office in cooperation with the Assistant Dean as an expert resource regarding University policies and best practices to offer advice guidance and referrals for complex circumstances.
• Use a high level of discretion to assist students employees parents and other constituents to triage a range of concerns including student grievances complaints appeals university standing disruptions crises and emergencies.
• Appropriately work to deescalate frustrated guests and document and track all interactions.
• Manage Dean of Student Office supply ordering and meeting scheduling and reservations and coordinate presence at UWM events and activities.
• Maintain and update the Dean of Students social media account(s).
• Create publications update websites and share information with students faculty staff and families in coordination with the Dean of Students Senior Leadership team.
• In coordinate with TIX and Student Health and Wellness Center manage Sexual Assault Prevention training student holds.

30% - Serve as an Administrative Case Manager

• Supports the workflow of Dean of Students Office functions (emergency grants tuition appeals medical withdrawals misconduct student support referrals etc.) by creating monitoring and advancing confidential students records and monitoring to ensure timely actions by staff. Support functions of them by gathering and compiling documentation verifying documents and processing requests and appeals.
• Serve as a liaison to students who have cases within the Dean of Students Office by answering questions and communicating case progress and outcomes.
• Maintain accurate and detailed confidential records and assist in compiling data for institutional state and federal reporting requirements.
• Maintain knowledge of university policies and ensure university provides due process consistency timeliness adherence to policies and student-centered practices.
• Collaborate with faculty administrators and units to provide guidance on The Case Manager on institutional policies rules and regulations.

20% - Outreach Administration and Compliance

• Triage student emergencies and crises and coordinate efforts with appropriate Dean of Students staff UWM departments and community agencies.
• Serve as a resource for students families employees and community partners and work collaboratively to address student concerns support students success and ensure safety and policy compliance.
• Engage in critical incident response including student protests civil unrest and event management.
• Support overall Dean of Students Office operations and as needed review emergency grants conduct case management investigate allegations of student non-academic and academic misconduct and serve as a hearing advisor.
• Participate in outreach attend campus events and lead Dean of Students presentations.
• Engage in strategic planning for the Dean of Students Office.
• Serve on university division department and search committees.
• Stay current on research promising practices policies and regulations and apply knowledge toward efforts to enhance support for students success.
• Serve as a Campus Security Authority and follow through with all reporting obligations.
• Maintain proficiency of UW-Milwaukee and UW System policies regarding Clery Title IX sexual harassment sexual violence consensual relationships discriminatory conduct student discipline and student financial policies.
• Maintain knowledge of UWMs workplace health and safety procedures parameters and workplace standards and as a supervisor ensure compliance within the Dean of Students Office.
• Other duties as assigned.

Knowledge Skills and Abilities and Working Conditions

• This position must be able to work both collaboratively and with a high level of discretion in a fast-paced environment to help resolve complex sensitive matters that often involve multiple departments and have a potentially significant impact on students wellness finances and enrollment. It requires the use of student-centered asset-based approaches sound judgment ethical leadership complex reasoning strong strong interpersonal skills prioritization initiative and deep understanding of issues related to poverty mental health equity inclusion and student success.

Compensation:

$22.00 - $23.00/hr.

Required Qualifications:

• (1) year work experience in higher education student services residence life enrollment management educational administration human services counseling social work or related areas
• Previous experience supervising paraprofessional or professional staff.

Preferred Qualifications:

• Bachelors degree in higher education counseling psychology social work or related field.
• Experience successfully managing administrative files with strong record-keeping computer application and database skills.
• Experience interpreting and communicating institutional policies rules and/or regulations.
• Demonstrated ability to effectively communicate collaborate and foster working relationships with a variety of units to provide coordinated services.
• Experience using person/student-centered asset-based approaches to addressing complex personal challenges.
• Demonstrated understanding of issues theories and/or practices relate to poverty mental health equity and inclusion and student success.

How to Apply:

Interested candidates must submit the following at time of application:

• Cover Letter addressing each of the required and preferred qualifications
• Resume

In instances where the Search and Screen Committee or PRP Administrator is unable to ascertain from a candidates application materials whether they meet any of the qualifications they will be evaluated as not meeting such qualifications.

Contact Information:

Gianna Pacioni

HR-Coordinator

Reasonable Accommodations
Pursuant to university policy UWM 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 or . This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWMis a State agency and subject to Wisconsins Open Records not however reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsins Open Records certain circumstances the identities of final candidates and/or the identity of the appointed applicant must be revealed upon request.

CBCand Reference Check Policy
Employment will require a criminal background the prevention of sexual misconduct seriously. As such you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.

Annual Security and Fire Safety Report (Clery Act)
For theUWMAnnual Security and Fire Safety Reports (i.e. Clery Report) which includes statistics about reported crimes and information about campus security policies see or call UWMs Dean of Students Office Student Union 345 at for a paper copy.

Employment Authorization
In compliance with federal law all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin age pregnancy disability status as a protected veteran or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds perspectives and skills and encourage all qualified individuals to apply.