CASY-MSCCN Jobs

Job ID358774 LocationTwin Cities Job FamilyAdministration-General Full/Part TimeFull-Time Regular/TemporaryRegular Job Code8208A2 Employee ClassCivil Service About the Job 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 rocesses. 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. Qualifications 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) 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... For full info follow application link. 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.