Executive Assistant

Required qualifications

• Bachelor’s degree with at least two years of experience or a combination of relevant education and administrative experience to total six years
• Demonstrated experience working effectively with individual from diverse identities, cultures, and communities
• Demonstrated organizational skills and a high level of attentiveness to detail and accuracy
• Demonstrated computer skills and experiences in Google suite, spreadsheets, presentation software, zoom, email and calendaring applications
• Demonstrated excellent verbal and written communication skills. Experience in writing and editing for content, style, tone and grammar
• Demonstrated experience working independently and handling multiple tasks simultaneously
• Demonstrated evidence of strong problem-solving skills

Preferred qualifications

• Experience supporting senior leadership roles
• Supervisory experience
• Ability to balance attention to details while also seeing the big picture
• Appreciation for accountability and willingness to be innovative
• Experience working in an academic setting with constituencies (e.g., faculty, staff, students, external contacts)

The Executive Assistant is the first point of contact for visitors to the College of Biological Sciences (CBS) Dean’s office. They report to the Director of Operations and are responsible for responding to initial inquiries from constituents, planning and prioritizing meetings, and maintaining the operations of the Dean’s office. This position provides administrative expertise and executive-level support to the Dean, Associate Deans, and senior leadership of the College. The Executive Assistant will need to anticipate needs, prioritize work, understand levels of urgency, and build positive relationships on behalf of the Dean’s Office. The ideal candidate will have previous experience supporting leadership in a fast-paced office environment.
Qualities that will contribute to success in this role include:

• being proactive, detail-oriented, and highly organized
• the ability to assess situations, use sound judgment and exercise confidentiality
• demonstrating exceptional communication skills, prioritizing clarity, conciseness and transparency surrounding process and procedure
• bringing a collaborative, solution oriented, and a continuous improvement mindset to address challenges, navigate ambiguity and foster a commitment to excellence

This position is expected to operate fully in-person M-F 8-4:30 pm. The CBS Dean’s Office is located on the St. Paul campus in Snyder Hall.

The expected starting salary for this position is $65,000.

Summary of Responsibilities
60% - Executive Administration to the Dean and Dean’s Office operations

• Provide general administrative support to the centralized CBS Dean’s office and senior
  leadership team.
• Anticipate and problem-solve operational needs on behalf of the Dean and Director of
  Operations. Develop and establish standards and procedures and recommend solutions to
  ensure smooth, efficient operation of the Dean’s Office.
• Assist in developing strategies to communicate with faculty, staff, and internal and external
  offices.
• Establish positive working relationships and maintain discretion and confidentiality with the
  Dean’s senior leadership team, collegiate departments, and University leaders in order to
  implement and coordinate the Dean’s scheduling priorities. Provide consultation and guidance
  in the handling of political or sensitive situations related to administrative and operational
  activities.
• Use business acumen and independent judgement to triage requests on the Dean’s time and set
  weekly, quarterly, and annual meetings for the dean’s responsibilities, planning the week,
  month, and year ahead.
• Lead by creating, processes, and workflows to optimize the efficiency of the office.
• Proactively manage the Dean’s calendar to accommodate shifting priorities; ensure all parties
  affected by required changes are treated with courtesy and professionalism.
• Ensure productive use of meeting time by organizing meeting materials, agendas and modality
  that best serve a hybrid work environment.
• Maintain calendars and appointments for the College of Biological Science’s Associate Deans.
• Schedule Collegiate committee meetings and manage correspondence with committees and
  other constituents as necessary, etc.
• Prepare correspondence for distribution or approval and signature, checking the documents for
  completeness and accuracy.
• Process Dean’s Office invoices and purchase orders; prepare expense reimbursements for the
  Dean.

30% - Front Office Operations and Project Management

• 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.
• Assess current administrative practices, develop, and implement work process improvements
  and efficiencies to improve performance in the Dean’s Office operations as well as college-wide
  processes. Coordinate with the Director of Operations to identify and address changing
  operational needs.
• Serve as a knowledgeable resource for information on administrative policies. Refer, advise, or
  recommend appropriate courses of action to address administrative needs.
• Manage Collegiate committees and ensure adherence to operational guidelines as outlined in
  the College’s constitution and governing procedures; Maintain and evaluate collegiate
  committee membership to ensure a diverse and equitable representation of faculty and staff
  across governance groups.
• Prepare nomination solicitations and final nomination packets for college-wide and university-
  wide awards.
• Conduct analysis to make recommendations for short-term and long-term process improvement
  to CBS HR and Associate Dean
• Supervise (interview, hire, direct the work of) Dean’s Office student workers.
• Manage inventory of office supplies & equipment; Order supplies and services and reconcile
  purchases in adherence with University policy.
• Assist with reporting day-to-day facilities concerns.
• Serve as point person for updating and maintaining content on the College’s intranet.
• Assist with events/meetings and the related logistics such as setting up equipment, arranging for
  food, ordering supplies, making travel arrangements, and reserving rooms.

10% - Miscellaneous

• Other projects and training as assigned to advance strategic priorities of the Dean’s Office.

Please submit your application online by clicking the "Apply" button and following the provided instructions. You will have the opportunity to complete the online application for the position. Please attach a cover letter and resume to be considered for this position.

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 employ@umn.edu or call (612) 624-UOHR (8647).

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