Executive Assistant to the Dean

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Job ID

362584

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 Executive Assistant provides administrative leadership to the Dean's Office of the Humphrey School of Public Affairs.

This position provides administrative expertise and executive-level support to the Dean. The Executive Assistant serves as a knowledgeable administrative resource, advising on policy, operational efficiencies and managing collegiate projects in support of the goals of the Dean's Office, while working closely with the Senior Strategic Advisor.

This position manages the operations of the Dean's Office as well as a range of school-wide administrative and governance processes.

This is a hybrid position.

The salary range for this position is $67,000-$72,000.

Executive Administration and Communications Support to the Dean (70%)

Direct support to the Dean

• Anticipate and problem solve operational and administrative needs on the Dean's behalf. Develop and establish standards and procedures and recommend solutions to ensure smooth, efficient operation of the Dean's Office.
• Maintain, and ensure others maintain, a high level of confidentiality of all information associated with the work of the Dean.
• Establish and maintain positive working relationships with the Dean's senior leadership team, collegiate schools, University leaders, and community members.
• Provide consultation and guidance in the handling of political or sensitive situations related to administrative and operational activities.
• Manage an extremely active and complex calendar for the Dean. Proactively manage the calendar to accommodate shifting priorities;

ensure all parties affected by required changes are treated with courtesy and professionalism. Ensure proper materials, background, and resources are ready and available prior to each engagement.

• Partners with the Senior Strategic Advisor to adequately prepare the Dean for speaking engagements and special events.
• Track and coordinate the flow of incoming and outgoing communications and / or requests for the Dean. Keep the Dean informed of varying deadlines and priorities.

Draft and disseminate correspondence on behalf of the Dean.

• Coordinate travel arrangements for the Dean. Prepare and process expenses for reimbursements.
• Provide support to the Dean's Advisory Council, as the communications liaison by sending biannual meeting and event invitations and information, pre-read materials, meeting minutes, and updating contact information.

Plan biannual meetings and social events by securing meeting / venue space, coordinating refreshments, and managing venue contracts.

Work closely with the Senior Strategic Advisor on the content and agenda of biannual meetings and events.

• Manage the coordination and execution, along with the collegiate events coordinator, of annual events on behalf of the Dean.
• Serve as administrative support for the Executive Council. Coordinate with Executive Council Chair on bimonthly meeting dates, agenda preparation, note taking, and refreshments.

Dean's Office Operations and Project Management (30%)

• Ensure the Dean's Office provides a welcoming and professional environment. Maintain a work atmosphere that promotes respect of and engagement with those from diverse communities and cultures.
• Serve as a knowledgeable resource for information on administrative policies. Refer, advise, or recommend appropriate courses of action to address administrative needs.
• Supervise (interview, hire, direct the work of) Dean's Office student workers.
• Coordinate and schedule recurring meetings on behalf of the Dean's office. Monthly meetings include all staff, executive leadership team, business functions team, all Deans, etc.

Annual meetings include performance and merit reviews, budget reviews, etc. Prepare agendas and content for meetings and organize any necessary guest speakers.

Order refreshments if necessary.

• Assist Events Manager in planning events sponsored by the Dean's Office, including ordering catering, securing space, determining dates and times, etc.,
• Order supplies for the Dean's Office as needed.

Qualifications

Required Qualifications :

• Bachelor's degree with at least two years of experience or a combination of related education and professional administrative work experience to equal six years.
• Demonstrated experience supporting faculty or an administrator in a Department, College, or Center leadership position.
• Demonstrated experience managing schedules, providing direction, and coordination for the implementation and support of strategic goals and key initiatives.
• Proficiency in database management systems, Microsoft Office and Google products / software.
• Demonstrated ability and experience in using independent judgment, decision-making, and self-directing work activities.
• Demonstrated experience developing and implementing processes and workflow for preparing, processing, and tracking documents.
• Experience handling confidential materials and information with sensitivity and discretion Excellent verbal and written communication skills

Demonstrated experience responding to internal and external constituents, establishing positive working relationships, and responding with a sense of urgency to each specific audience.

• Dedication to customer service.
• Strong organizational skills and extreme attention to detail.
• Demonstrated ability to prioritize work and manage multiple projects at once Demonstrated ability to work independently and as part of a team.

Preferred Qualifications :

Experience working in an academic institution; proficiency with University computer systems and software, and ability to assimilate new systems quickly.

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).