This position provides primary administrative support for the Chair and the Department-wide initiatives, supports designated Division and Programs and supervises Division/Program Administrative Support employees. Oversees, directs work and manages a team of administrative support professionals in clerical roles. Oversees all major administrative projects emanating from the Chair’s Office. Is the liaison for the Chair with the faculty, staff, students and community constituents. This position reports directly to the Chair. A successful candidate must work well with many different types of people and personalities, be able to maintain a strong team of diverse administrative support professionals and complete a large volume of administrative tasks with a positive attitude.
Department Chair Direct Support - Develop/sustain systems and procedures for the Department’s processes, records, and planning. Assure smooth and efficient operation of multiple projects, deadlines, and exacting standards. Manage the Chair’s calendar, schedule appointments and coordinate meetings for the Department and its faculty and staff, note and maintain a calendar for faculty absences in the Department for the Chair. Create and maintain systems to support this function. Advise/ assist on all aspects of the Department’s mission and operations. Manage and execute on all School of Dentistry’s administrative and operational policies/ procedures that affect the Department. Prioritize the Chair’s time and commitments with internal and external constituents. Supervise office workflow, assign duties, and delegate projects showing initiative and meeting all deadlines.
Supervise Division/Program Support professionals- Develop and implement administrative staff organization strategies. Supervise and Manage the administrative staff including training and re-training of tasks and supporting in all work duties. Interview and hire employees, determine training and train employee and supervise Division Administrative staff and others as directed. Build and support an administrative support team to meet the Department’s needs. Conduct performance reviews, make recommendations on salary and rewards, and work to improve administrative processes and efficiency in the department/area and divisions. Support and assist staff in concerns and needs of faculty, staff and the division.
Department/Division/Program support (includes finance responsibilities) - Complete all travel and other reimbursements for Department Chair and other Division/Program faculty or staff as directed. Arrange travel schedule and itinerary for Department Chair and other Division/Program faculty or staff as directed. Ensure payments to vendors are paid in a timely manner. Reconcile procurement card transactions in a professional and timely manner. Coordinate the monthly and quarterly meetings of the faculty in the department/area. This includes establishing the agenda, taking and transcribing meeting minutes, and ensuring the minutes are on file in accordance with the bylaws of the School of Dentistry. Coordinate and manage the annual faculty review process including sending instructions and documents, compiling and analyzing data from review, and scheduling each faculty’s review with the chair. Serve as the administrative support to all faculty search committees for both departments: schedule all meetings, take minutes, schedule interviews, schedule and make travel arrangements for in-person interviews for applicants, processes reimbursements associated with a search. Compile and retain University’s official search file for positions in the Department. Assist the Chair other Divisions and Programs in the creation and planning of projects i.e., monthly and quarterly events, process improvements, and faculty development issues. Provide project leadership, manage and coordinate assigned projects. Prepare meeting minutes, committee procedure documents, and faculty promotion and/or tenure materials and dossiers. Create and disseminate information and communications on administrative issues. Review materials, research issues, recommend actions. Proofread and edit correspondence. Write and edit reports, proposals, non-routine correspondence, operating procedures, and other documents. Other duties as assigned
REQUIRED QUALIFICATIONS(must be documented on application/resume):
A Bachelor's degree in business or education or related field AND two (2) years of professional experience performing administrative, budgetary, operational or similar analysis and/or programs to total six (6) years. OR a combination of post–high school education and professional experience performing administrative, budgetary, operational or similar analysis and/or programs to total six (6) years.
Experience must include at least two (2) years of Supervisory experience: Interviewed, Hired, trained and supervised office staff; supervise office workflow, assign duties, delegate projects, and conduct performance reviews; must have been responsible for coaching and corrective action or discipline of supervisees.
Experience providing administrative support to executive level professionals or administrators with little direction: prioritizing executive's time and commitments with internal and external constituents; researching and preparing support documents, taking minutes of meeting; serving as liaison and representative of the department's leadership team. Managing the executive level or professionals or administrators calendar (Google Calendar a plus).
Previous office management experience: developing and implementing effective administrative systems; planning and implementing human resources functions such as job searches, promotions, performance reviews, executive tasks in a timely manner, etc.
Demonstrated and exhibits exemplary attendance and reliability
Excellent organizational skills and able to tackle a variety of tasks simulataneously.
Enjoys and thrives working with a diverse team and has demonstrated a commitment to diversity and inclusion
Financial obligations experience: ordering items from vendors and/or paying invoices by creating purchase orders, arranging and paying and reimbursing for travel for others, use of company credit card or procurement card (p-card), etc.
Communications experience: preparing presentations, proofreading/editing documents, newsletters, memorandum correspondence, etc. for executive level positions; creating and disseminating communications on administrative issues, departmental operations, etc.
Demonstrated advanced level of experience with Microsoft office (Word, Excel, PowerPoint, etc) and overall computer skills and the skills and abilities to train others.
Skills and experience with Google docs/sheets, WebEx/Skype and related collaboration systems
Must be seen and regarded as honest, trustworthy, reliable, friendly and collaborative.
Five years of experience in administrative or academic office settings supporting executive or academic leadership.
At least three (3) years of Supervisory experience: Interviewed, Hired, trained and supervised office staff; supervise office workflow, assign duties, delegate projects, and conduct performance reviews.
Ability to determine and prioritize administrative support needs and activities and coordinate them with other administrative/service units, both within and outside school/company/business.
Outstanding organizational ability.
Superb verbal and written communication and customer relation skills.
Ability to coordinate multiple projects simultaneously.
Ability to maintain high level of confidentiality and sensitivity.
Ability to problem solve creatively and strategically.
Excellent project management skills.
Internal Number: 329582
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.