This position provides high-level administrative support to the Head of the Department of Psychiatry . The Executive Assistant (EA) acts as a liaison to other administrative staff and units within the University as well as outside agencies with authority to make decisions on behalf of the Department Head regarding scheduling and planning activities.
Business of the Head often involves documents and information of a confidential nature. The EA is expected to exercise sound judgment and discretion over matters of importance to the professional activities and goals of the University of Minnesota Medical School and Department of Psychiatry. The EA is required to demonstrate a high level of professionalism and diplomacy, particularly in representing the Department Head and in dealing with sensitive issues. This position requires the ability to manage highly confidential issues, documents, critical research and academic activities.
The EA assists and supports the Department Head in a wide range of activities. This position requires technical skills for preparation of complex materials. Examples include travel itineraries, booking travel, sometimes world-wide, preparation of Promotion and Tenure packets and assistance with the annual review process of faculty. The EA assists with the oversight of financial transactions of the Department Head, such as purchasing, travel reimbursement, and reporting on disbursements.
Administrative Support for the Department Head– 70%
Communicates regularly using outstanding verbal, interpersonal and written communication skills with the Department Head and constituents within the University.
Provides a strong professional presence to enhance the Department of Psychiatry office.
Acts as a resource for the Department Head and Department Administrator on aspects of the Department of Psychiatry administration and operations.
Independently manages and responds to routine electronic, verbal, telephone, and other written inquiries on behalf of the Department Headand Department Administrator.
Schedules and organizes meetings; researches various types of information to prepare the department head for meetings, conferences, and events; prepares relevant materials; staffs meetings as necessary; prepares minutes from complex discussions, including meetings across multiple institutions and time zones; and follows up on actions required.
Coordinates travel arrangements and travel itineraries.
Tracks academic activities for the Department Head’s curriculum vitae.
Prepare/edit scientific and administrative presentations, as requested by Head, DA and AM.
Maintain up to date knowledge and current software updates for preparation of complex documents, presentations and materials for publication (Microsoft Office, Adobe Acrobat, Photoshop, etc.).
Independently designs, implements, and maintains office management systems for smooth and efficient operation.
Proactively provides feedback and takes initiative with job duties.
Uses judgment and respects confidentiality in all matters.
Faculty Affairs – 10%
Schedule faculty meetings, take notes, and prepares summary for distribution as needed.
Assist with Promotion and Tenure process as directed by the Department Administrator
Office Administration -10%
Drafts and prepares research support letters for faculty.
Works with other administrative team members to manage conference rooms, support Department events, and prepare for visitors.
Supports administrative tools, such as room scheduling, requests for time off, intranet resources, and device management, as part of the administrative team
Financial Oversight – 10%
Manages financial transactions of the Department Head.
Prepares and submits travel and entertainment expense reimbursements on behalf of the Department Head.
Salary Range: $17.31 to $29.10 USD/hour
All required qualifications must be documented on application materials.
High School Diploma/GED and five years of related experience; must include project management experience, demonstrating ability to work with a high level of ambiguity and autonomy. Training/education may be substituted for some of the years of experience
Experience with executive level support, including management of confidential materials and communications, complex schedule oversight, and finding resources needed to resolve administrative questions, supporting business leaders at high levels.
Strong organizational skills, ability to prioritize and convey urgency at required level, ability to learn new tools and apply to issues, and work cooperatively with a team to complete projects.
Strong written communication skills, with experience in drafting executive level messages and correspondence.
Executive Administrative experience in a University or similar setting
Knowledge of organizational tools, such as Google suite.
Advanced knowledge of Microsoft Office Suite, such as Excel, Word, PowerPoint, and Access
Internal Number: 334559
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.