About the Job For 150 years, the College of Liberal Arts has played a central and enduring role in shaping and transforming lives, for the good of Minnesota and the world. This is your chance to join us as we shatter expectations of what a liberal arts education can be.
The Executive Assistant provides administrative leadership to the Dean’s Office of the College of Liberal Arts (CLA). This position manages the operations of the Dean’s Office as well as a range of college-wide administrative and governance processes. This position provides administrative expertise and executive-level support to the Dean and Chief of Staff. The Executive Assistant serves as a knowledgeable administrative resource, advising on policy, operational efficiencies and managing collegiate projects in support of the goals of the Dean’s Office.
The ideal candidate will: -have proven skills to interact and communicate effectively across cultures; have an understanding and appreciation of the worldview of others -be highly discreet with sensitive information and maintain confidentiality -have a positive disposition with strong interpersonal skills, emotional maturity, and ability to be diplomatic and clear - have proven skills to adapt well in the face of ambiguity or change -be reliable, results-driven and proactive
Executive Administration and Communications Support to the Dean and Chief of Staff (60%)
Direct support to the Dean & Chief of Staff -Promote a positive image of the Dean’s Office by greeting and receiving visitors in a professional and warm manner and maintain competency in a fast-paced demanding work environment. -Serve as an administrative advisor to the Dean and the Chief of Staff. Anticipate and problem solve operational and administrative needs on their behalf. Develop and establish standards and procedures and recommend solutions to ensure smooth, efficient operation of the Dean’s Office. -Serve as a confidential assistant to the Dean and the Chief of Staff. Safeguard the confidentiality of the Dean’s Office administration by exercising discretion in communicating information to faculty, staff, internal and external offices, and in handling administrative records, files and similar confidential items. -Establish relationships and maintain discretion and confidentiality with all of 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. -Manage an extremely active and complex calendar of appointments for the Dean and the Chief of Staff. Use professional judgement in prioritizing or delegating meeting requests and other time demands for the Dean and the Chief of Staff. Proactively manage their calendars to accommodate shifting priorities; ensure all parties affected by required changes are treated with courtesy and professionalism. Ensure proper materials and resources are ready and available prior to each engagement - this includes conducting research and gathering relevant background and analysis.
Communications Liaison -Facilitate effective, professional communication and working relationships on behalf of the Dean and the Chief of Staff with the senior leadership team, CLA directors, faculty department chairs, center directors, leaders of other collegiate or central University units, and relevant external organizations. -Serve as the communications contact for the Dean’s Office, including conveying messages, requests, and information to the Dean and the Chief of Staff as needed on behalf of callers and staff members and following up on matters needing attention. -Triage and coordinate the flow of incoming and outgoing communications to include: • Track and coordinate correspondence and deadlines requiring attention of or response from the Dean to ensure a high level of service for the office • Prepare correspondence for distribution or approval and signature, checking the documents for completeness and accuracy. • Compose, edit and disseminate executive-level correspondence, collegiate policies, and strategic communications on behalf of the Dean and the Chief of Staff. • Design and create content for various documents relating to the operation of the Dean’s Office to include presentations, multimedia materials, governing documents, organizational charts, etc. -Attend to requests coming in to the Dean’s Office from various parties with an appropriate level of attention; listening to the issues with respect, understanding the business and administrative impact of the issues, and responding with appropriate actions. -Manage the coordination and execution, along with the collegiate events coordinator, of annual events on behalf of the Dean.
Process Improvement & Project Management -Assess current administrative practices, develop and implement work process improvements and efficiencies to eliminate redundancy and improve performance in Dean’s Office operations as well as college-wide administrative processes. Coordinate with the Chief of Staff to identify and address changing operational needs. -Serve as a knowledgeable resource for information on administrative policies. Engage in problem solving with individuals, programs and organizations both internal and external to the University. Refer, advise or recommend appropriate courses of action to address administrative needs. -Manage processes expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures: • Coordinate the annual administrative unit budget and planning sessions and ensure consistent communications from the Dean’s Office. • Facilitate coordination between CLA academic units and the Provost’s Office to ensure collegiate compliance with the external accreditation process. Provide interpretation of accreditation policies and procedures to faculty and staff as questions arise. • Coordinate the annual performance review process for faculty chairs and directors. • Ensure compliance with the CLA Constitution on behalf of the Assembly, CLA’s faculty governance body. Interpret and adapt policies and procedures in consultation with governance leaders. Maintain and evaluate collegiate committee membership to ensure a diverse and equitable representation of faculty and staff across a multitude of governance groups. • Research administrative problems. Gather related data, analyze past and current practices, and recommend solutions for systemic issues and/or local level issues that require escalation. • Support, coordinate and advise search committees as needed.
Office Management and Supervision -Manage the daily operations of the Dean’s Office. Maintain and organize, in a professional manner, personal workspace and the office of the Dean. -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. -Supervise (interview, hire, direct the work of, discipline, reward) Dean’s Office student workers. -Review and process financial transactions, including reimbursements, for the Dean and Chief of Staff according to University policy. -Arrange domestic and international travel for the Dean and Chief of Staff and prepare documentation for reimbursements. -Serve as a resource for other staff in the Dean’s Office. -Other duties as assigned.
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 individuals from diverse identities, cultures and communities -Demonstrated organizational skills and a high level of attentiveness to detail and accuracy -Demonstrated computer skills and experience in word processing, spreadsheets, presentation software, email and calendaring applications -Demonstrated excellent verbal, and written communication skills. Experience in writing and editing for content, style, tone, and grammar -Demonstrated highly refined ability to use discretion regarding confidential information -Demonstrated experience working independently and handling multiple tasks simultaneously -Demonstrated experience in handling tasks with tact and diplomacy -Demonstrated evidence of strong problem-solving skills
Preferred qualifications: -Experience supporting senior leadership roles -Supervisory experience -Experience working in an academic setting with several constituencies (e.g., faculty, staff and students, external contacts) -Ability to balance attention to details while also seeing the big picture -Appreciation for accountability and willingness to be innovative
Internal Number: 331710
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.