Provide support to the Assistant Dean for International Student and Scholar Services
Manage the assistant dean’s calendar for a balance of meeting and work time; prioritizing as necessary
Schedule meetings that include the assistant dean
Plan and implement staff appreciation events and retreats; identifying and scheduling venues; monitoring project budget; creating and implementing communication/invitations, evaluating the event’s success, and making recommendations for improvement
Assist with creating and editing presentations and meeting preparations
Research specific topics as assigned, such as identifying Board of Regents agenda for items related to international students, reviewing requests made of ISSS to assess for potential amount of time involved and assessment of the project.
Arrange travel and conference registrations related to work
Lead special projects as necessary
Office Management (40%)
Serve as the backup leader for the Welcome Center; coordinating with supervisor and providing work direction to Welcome Center staff (1 full-time employee and 3 part-time student workers) as needed
Research processes/tasks that could be improved; gather data, recommend and implement solutions, such as researching effective use of google calendar and sharing strategies with staff during all staff meetings, analyzing the types of laptops and other equipment that could be upgraded and make recommendations to the Assistant Director of Operations & Information Systems, develop a communications tool to help staff identify which office tasks they do on their own such as requesting printing help from the helpdesk, etc.
Create process workflows/job aids to systematize staff administrative requests
Lead small groups in planning office-wide events such as the end of year celebration, scholarship reception, staff retreats, and staff appreciation events
Act as a liaison and coordinate with Dean's office, with various boards and committees, and other department and division leaders and staff.
Gather, write, and distribute information for Emergency Response Plan for the ISSS Office; invite appropriate entities to present on emergency procedures.
Coordinate ISSS all staff meetings (arrange & track when guest speakers are coming in, when professional development opportunities are taking place at the staff meetings, etc.)
Update the Office Use calendar each month
Schedule office-wide meetings and events
On-boarding new staff:
Coordinate setup procedures for new staff ensuring phones, computers, and access are ready for the new staff as well as scheduling training with ISSS and other U of MN staff
Conduct ISSS specific new staff orientation (ISSS server access, Google calendar resources access, keys including Ucard access to ISSS space and after hour building access, listservs, Satellite access, Mail folder, etc). Coordinate PS/ImageNow access via the Assistant Director of Operations.
Coordinate with the hiring manager administrative details for staff searches, including scheduling interviews and making travel arrangements when candidates visit campus
Maintain GPS database for ISSS unit (adding and deleting staff info in FileMaker) and creating the GPS phone list monthly
Add and delete information as appropriate from U of MN directories
Managing the listservs (ISSS Staff, Front Desk, ISSS Advisers)
Research and review articles in the Chronicle of Higher Education and NAFSA and share with ISSS staff as pertinent. Create and maintain a database of these articles and articles shared by staff to help ISSS staff members when they create presentations.
Manage office supplies
Assess where we are low with general office supplies
Re-order general office supplies, as needed
Submit orders that are entered in UMarket by ISSS staff & order supplies via other routes (i.e. an Amazon office account), if needed.
Put away & organize office supplies, as needed.
Send reminders to staff to get their supply orders submitted in a timely manner.
Be a Purchasing Card Holder to assist with staff making approved purchases when staff don't have their own p-card
Office-wide communications including updating social media with announcements in coordination with our communications specialist
Identify events that have occurred in ISSS, write summaries, and post on the GPS Satellite
Update the monitor in ISSS lobby with timely announcements
Facilities Management and logistics (20%)
Project management regarding space:
Arrange office moves and complete remodeling projects by working with UM Construction, Facilities Management, furniture vendors, space planners, NTS Services, IT, etc.
Work with Assistant Director of Operations to identify opportunities to utilize and upgrade office space and place staff members. Spaces to include: 130 Heller, 150 Heller, 190 Humphrey, 94 Blegen, 6th floor Heller Hall, 110 Heller
Oversee the use of storage space in Humphrey Room 70 and 94 Blegen and a room on the 10th floor of Heller
Represent ISSS at monthly facilities “West Bank Advisory Committee” meetings; reporting back to Assistant Director of Operations on how ISSS will be impacted with upcoming changes; create and implement communications to other ISSS staff as necessary
Assist Assistant Director of Operations regarding office space, technology, equipment, and utility issues; make recommendations for more efficient use; research and recommend equipment placement equipment
Submit service requests on behalf of ISSS staff to Facilities Management and Network Telecommunication Services and ensure satisfactory completion of the requests
Initiate access for ISSS employees to office laptops; train staff on how to use technology and how to reserve technology resources; manage technology resource calendars
Organize staff security access to ISSS offices and Heller Hall, including serving as the Department Facility Representative and the Departmental Space Coordinator
Other Duties as Assigned(5%)
Arrange for confidential shredding bin to be emptied and/or replaced.
Arrange for office-use parking passes.
Renewal of NAFSA Memberships for Staff, done annually
High School Diploma/GED and a minimum of five years of related office and administrative experience (may substitute some experience for relevant education)
Computer experience with word processing, spreadsheets and database programs at the intermediate level
Customer service experience
Demonstrated independence with problem-solving and decision-making abilities
Demonstrated organizational skills and high attention to detail
Experience working in an intercultural environment with staff and students from around the world
Experience managing multiple people’s calendars at once
Experience communicating clearly (both verbal and written) as well as demonstrated strong proofreading and editing skills
Demonstrated ability to take initiative when appropriate
Position requires sitting 80% of the time as well as the ability to physically lift and move supplies and furniture during the setup and take down of events
Experience in a high volume, complex, professional office environment
Experience working independently and as part of multiple staff teams
Experience with office management
Experience with facilities and building security management
Computer experience in a PC environment, particularly with PeopleSoft, FileMaker Pro, MS Office and Google suite (Word, Excel, PowerPoint, and Google Gmail and Google Docs)
Previous experience at the University of Minnesota
Internal Number: 329555
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.