Executive Assistant to the Dean, School of Dentistry

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Job ID

365124

Location

Twin Cities

Job Family

Administration-General

Full / Part Time

Full-Time

Regular / Temporary

Regular

Job Code

8208A2

Employee Class

Civil Service

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About the Job

The Administrative Associate is a working professional with the working title of executive assistant to the dean. This position serves as a critical hub to the office, providing executive-level support and administrative expertise to the Dean and Chief Financial Officer.

In addition, they will assist the Chief of Staff in overseeing committee support and policy and compliance management. This position is responsible for carrying out all the job functions by being both strategic and detail-oriented, effectively prioritizing work, anticipating potential problems and developing creative solutions, exercising independent judgment, confidentiality and discretion and building constructive relationships with University leaders, staff and others.

This position reports to the Chief of Staff.

The anticipated salary range for this position is $60,000-$75,000.

This position will be based entirely on-site for the first 6-9 months, with the possibility of transitioning to a hybrid model with up to one remote day per week after

Duties and responsibilities include :

Administrative Management and Coordination (65%)

• Use interpersonal, organizational, and problem solving skills, multitasking in a fast-paced environment, working independently, showing initiative, and meeting deadlines
• Serves as the 'go-to' contact in many instances for faculty and other administrative staff in the school when issues arise or the Dean or a solution is needed
• Maintain a complex schedule for dean and ensures proper materials and resources for each meeting is obtained
• Prioritize the dean's time and commitments with internal and external constituents and prioritize based on deans and strategic priorities
• Proofread and edit the dean's correspondence and edit University documents, newsletters, memorandum, etc. generated by the dean and other administrators
• Prepare presentations, proofreads memos, documentation, etc.
• Determine and prioritize administrative support needs of the Dean's Office and activities and coordinate them with other administrative / service units
• Anticipates common needs and takes appropriate initiative to promote a smooth process and experience for internal and external visitors to the Dean's Office
• Professionally interfaces on the phone, in-person, and by email
• Maintain schedule for the chief financial officer (CFO) and ensure the CFO has the proper materials and resources for each meeting
• Coordinate projects and provide administrative support for CFO, as needed
• Perform a wide variety of administrative tasks including general office / program administration, data filing and reporting
• Coordinate travel arrangements for Dean and CFO
• Manage expense reimbursement for Dean and CFO
• Provide some administrative support for the Chief of Staff
• Undertake special projects as necessary to accomplish the work of the Dean's Office and the mission of the School of Dentistry

Committee & Faculty Search Support (20%)

• Support committees to advance the school's mission and goals, including preparation, planning, and minutes
• Research, track and develop agendas for standing committees supported by the dean's office
• Organize complex meetings for recruitment committees and take minutes pertaining to candidate review and selection
• Schedule complex and individual interviews conducted virtually or in-person between faculty, staff and candidates in the school and university as needed

Compliance & Other

15%)

• Assures compliance with University policies and procedures
• Manages and tracks contract management processes
• Provides support of private practice contract management and compliance
• Provide backup to the Operations and Event Manager

Qualifications

REQUIRED QUALIFICATIONS ( must be documented on application / resume ) :

• Bachelor's degree (or the equivalent combination of education, experience and licensure) in business, public administration, or related field AND two (2) years of professional experience performing administrative, budgetary, operational or similar analysis and / or programs to total six (6) years
• Experience providing administrative support to executive level administrators : Prioritizing executive's time and commitments with internal and external constituents, researching and preparing support documents
• Experience in management of complex calendars.
• Excellent interpersonal (oral and written) communication skills with the ability to work collaboratively with diverse audiences.

PREFERRED QUALIFICATIONS :

• Administrative experience in higher education or an academic medical center.
• Previous experience supporting executive-level leaders.

About the Department

The University of Minnesota School of Dentistry is the state's only dental school and the only dental school in the northern tier of states between Wisconsin and the Pacific Northwest.

We are a regional resource to five states for dental education, consulting services, patient treatment, and ongoing continuing dental education.

We educate dentists, dental specialists, dental therapists, dental hygienists, dental educators and research-scientists .

We offer advanced degree programs in seven ADA-recognized specialties : endodontics, oral and maxillofacial surgery, orthodontics, pediatric dentistry, periodontics, prosthodontics and TMD and orofacial pain.

We educate scholars in oral biology, dental hygiene and oral health for older adults. Dentists from other countries who wish to practice in the United States matriculate through our Program for Advanced Standing Students.

Learners have the option to pursue a Masters in Public Health or a PhD alongside their DDS degree.

We are the only dental hygiene program in the state associated with a dental school . Offering programs at the baccalaureate and master of science level, our integrated program prepares oral health professionals to collaborate from their first day in the profession.

We became the first dental school in the nation to educate dental therapists in 2009 . Dental therapists perform basic preventative services, drill and restore teeth for children and adults and remove primary teeth under the supervision of a licensed dentist.

As of 2023, we have graduated 91 dental therapists from the program.

Our work affects virtually every person in Minnesota . We educate approximately 73% of the state's practicing dentists, 68% of licensed dental therapists, and 49% of dental hygiene educators.

Our researchers develop and test restorative materials used by dentists around the world. We provide critical oral health care with more than 100,000 patient visits in our campus clinics and more than 16,000 patient visits at outreach sites in underserved communities throughout the state.

We provide continuing dental education for 7,1000 practicing dental professionals each year.

The School of Dentistry is dedicated to creating a diverse, equitable, and inclusive workplace. Diverse teams, perspectives, and backgrounds create a strong and creative team that best serves the University's many communities, on campus and beyond.

The University is an Equal Opportunity Employer. Black, Indigenous, people of color, LGBTQIA+, women, veterans, and members of historically underrepresented communities are highly encouraged to apply.

For more information, please visit our website, dentistry.umn.edu .

Benefits

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning.

We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes :

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Please visit the Office of Human Resources website for more information regarding benefits.

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions.

You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail [email protected] or call (612) 624-8647.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission.

The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.

To learn more about diversity at the U : http : / / diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here.

Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research.

Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St.

Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).