This position serves as the primary administrative support for the Associate Vice President and Dean of International Programs, and provides additional support to GPS Alliance directors and assistant deans as needed. The Executive Assistant & Office Manager provides operational oversight and process management for daily operations in the Dean’s Office and is also tasked with a broad variety of assignments and projects that are both general and specific in nature. This individual has discretionary authority and responsibility for carrying out his/her job functions on behalf of the GPS Alliance, and exercises independent judgment in prioritizing work and problem solving. This is a 100% time Civil Service position (classification 8208A1 Admin Associate 1). Normal work hours are Monday through Friday from 8:00am to 4:30pm. This position reports to the Assistant Dean of International Programs.
Support the Associate Vice President and Dean for International Programs (30%) ? Schedule, manage, plan, and prioritize the Dean’s calendar ? Manage calendar and coordinate logistics with travel agent for the Associate Vice President and Dean’s domestic and international travel. ? Track and renew the Dean’s memberships in multiple professional organizations ? Plan events and provide meeting support on behalf of the Dean including managing event logistics, taking meeting minutes, communicating with attendees, reserving space, purchasing food, and preparing relevant materials; always considering the diverse population of constituents, and anticipating needs. ? Complete all required financial documentation and reimbursement requests on behalf of the Dean and for purchases made on behalf of the GPS Alliance
Dean’s Office Operations Management (30%) ? Manage, coordinate, and advise on all functions of the Dean’s Office operations including evaluating general office space and budget efficiency, hosting international visitors, creating a welcoming and customer-service oriented space. ? Problem-solve for the Dean’s Office staff by assisting with space needs, ergonomic and maintenance requests, and addressing last-minute requests. ? Supervise, assign projects, prioritize, and manage the daily workload for Student Office Assistants. ? Create and maintain training handbooks and orientation procedures for student workers and new administrative support staff in the GPS Alliance. ? Review documents received by the Dean’s Office for accuracy and content, make edits, obtain signatures, and send materials in a timely manner.
Management of GPS Alliance Awards Programs (15%) ? Develop, manage, and evaluate all aspects of three annual University-wide award programs offered by the GPS Alliance to all faculty, staff, and students ? Serve as the point of contact to coordinate and accept nomination submissions from all University campuses. ? Identify and select a diverse group of faculty and staff from all campuses to serve on award committees. ? Convene the applicant review committees, facilitate and lead the award selection process. ? Manage program expenditures and assist in planning annual budgets.
Project Management and Special Initiatives (15%) ? Collaborate with GPS Alliance leadership and serve as project manager for projects as needed by the Dean, Assistant Deans, and other GPS Alliance directors. ? Serve as project manager for implementation of a new contact management system (Salesforce) including process development and evaluation, data input, testing, and training of new users. ? Develop and oversee systems for international agreement data storage and maintain archives. ? Serves as a liaison to other administrative support staff within the GPS Alliance.
Space Management (10%) ? Serve as primary contact for GPS Alliance office space on the East Bank including coordinate building management and maintenance crews as needed; arrange office moves and remodeling; communicate moving instructions to staff, prepare the space for their arrival, anticipate and be ready to meet needs as they arise; work to ensure the best outcome for staff being moved. ? Serve as the RRC Facility Lead for the GPS Alliance. ? Represent the interests of the GPS Alliance by participating in quarterly budget meetings with our landlord and the University’s Real Estate Office.
Required Qualifications: • Bachelor’s degree or a combination of education and professional experience totaling 4 years • Experience handling sensitive and/or confidential information with tact and diplomacy • Experience analyzing and solving complex situations and issues clearly, creatively, and critically • Demonstrates a clear and effective communications style, written and verbal • Ability to anticipate the needs of other and take appropriate action as needed • Demonstrated attention to detail, thoroughness, and accuracy • Experience successfully managing multiple projects simultaneously while paying attention to the details • Commitment to building a culture that respects and embraces diversity, inclusion, and equity • Experience using word processing, spreadsheet, and calendaring software
• Prior experience with Executive level administrative support • Experience in event planning and execution
Preferred Qualifications: • Ability to provide exceptional work product and superior level of timeliness, thoroughness and responsiveness • Experience in positions working independently, as well as a collaborative team member • Familiarity with University of Minnesota or other higher education institution • Prior experience with Salesforce • Knowledge of system processes, business analysis protocols and procedures
Internal Number: 327900
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.