Position Summary: This position is responsible for supporting the Dean in accomplishing the vision and goals for the College of Design (CDes). The position also coordinates and collaborates to support the Associate Deans as needed. As a project manager, this position has significant responsibility for planning, directing, and coordinating activities of designated academic and strategic initiatives and processes, ensuring completion within designated timeframes. The responsibilities of this position comprise: managing the Office of the Deans, including supervision of student employees and budget preparation and management; serving as a liaison for the Dean among multiple committees and constituencies; guiding processes related to faculty research and curriculum development; providing oversight for College-level operations (e.g., collegiate governance, assessment initiatives, maintenance and tracking of procedures and policies, etc.), and handling special projects and assignments as requested by the Dean.
The Assistant to the Dean works with collegiate leaders and other University administrators to assist and implement administrative functions and various initiatives that broadly involve and impact the College. The Assistant to the Dean also supervises and works closely with the Assistant to the Associate Deans to support the development, coordination, and oversight of collegiate processes pertaining to faculty responsibilities. This position reports to the Dean of the College and facilitates effective communication and coordination both within CDes and between CDes and other University units and external collaborators. We are committed to attracting candidates from historically underrepresented groups, knowing that diversity provides a knowledge base for innovation and enriches the academic and workplace experiences. Evening or weekend work may occur as needed.
RESPONSIBILITIES Assistance to the Dean: 35%
Act on behalf of the Dean to manage day-to-day executive relations with key stakeholders; contribute to the holistic management of complex personal, organizational, and political relationships by maintaining effective lines of communication.
Field, triage, and resolve a high volume and wide variety of emergent issues and concerns directed to the Dean and the Deans Office. Anticipate and coordinate administrative support needs and facilitate problem solving.
Build and maintain positive relationships with College faculty and staff, external constituencies, and University colleagues. Often act as the first point of contact for the Dean. Help set the tone for a culture of high quality service across the College.
Represent the Dean as needed to CDes and University communities, addressing problems and resolving conflicts. Serve as key administrative liaison between the Deans and collegiate personnel.
Collaborate with the Dean, Associate Deans, and other members of the collegiate Senior Leadership Group to determine upcoming and future priorities. Coordinate related support activities. Facilitate effective cross-functional working of the Senior Leadership Group.
Develop agendas and presentations for key college-level committees, meetings and working groups. Take notes and/or record minutes as directed, manage information flows, maintain archives, and provide ex-officio representation for collegiate standing committees and emergent meetings as requested by the Dean.
Serve as the primary liaison for the Dean with the Staff, Faculty, and Adjunct Faculty Leadership Committees; develop agendas and maintain minutes; implement initiatives formulated and identified by Committee members to improve the adjunct experience college-wide.
Organize meetings of and sustain related communications with the collegiate Advisory Board and related subgroups, coordinating as needed with Development, academic units, and others involved.
Research and analyze complex data, information, models, etc., making recommendations as appropriate, to inform the Dean's decision-making on current and proposed initiatives. Advise/assist on aspects of collegiate strategic goals and operations, recommending, initiating, and guiding action as appropriate.
Research and compile data and information for strategy development and reports; write, review, edit, and coordinate reporting and correspondence for the Dean, Associate Deans, and Senior Leadership Group, including reports for College and University administrations; manage communications and workflows so as to meet deadlines.
Gather, maintain, and communicate information related to reporting functions. Prepare and/or manage current and historical data regarding the College.
Provide leadership for internal and external communications from the Deans office. Draft and prepare speeches, presentations, correspondence, reports, etc., for the Dean, coordinating with Communications and other collegiate units as needed. Access, write content for, and maintain various online websites and databases as needed for appropriate management and representation of the Deans Office and the College of Design.
Oversee and manage the budget for the Deans Office: prepare and recommend strategic budget proposals; determine and approve expenditures; manage procurement and reimbursement processes. Ensure adherence to financial policies.
Work with occupants to address concerns, modify space, and facilitate relocations where appropriate. Coordinate with administrative counterparts to ensure optimal use of collegiate spaces. Identify and work to obtain alternative space, when needed.
Oversee content and implementation of the annual collegiate calendar, setting deadlines and priorities.
Provide and/or supervise administrative support for the Dean, including but not limited to: scheduling the Dean’s calendar; arranging travel; tracking expenses; submitting reimbursement requests; handling purchase orders; and organizing event participation and operation.
Project Management: 35%
Serve as Project Manager for assigned College and Deans Office projects, identifying issues, framing considerations, initiating approaches, effecting/supervising implementation, and tracking/monitoring and communicating progress.
Complete special projects (e.g., content analysis of collegiate unit strategic plans, distillation of survey results such as employee engagement and GradSERU, working with University-level offices to assess the collegiate diversity climate, etc.).
Support articulation, management, and ongoing refinement of collegiate workflow processes, including but not limited to processes for feasibility analysis and approval of new degree programs, curricular offerings, etc.
Lead and support updates to governance documents such as the College’s Constitution and Bylaws, committee charges, and collegiate policies and procedures. Draft and write charges, policies, and procedures as needed. Conduct analyses to identify opportunities for operational improvements and best practices. Initiate, facilitate, and coordinate the implementation of relevant initiatives.
Serve as a resource regarding policy information, clarification, and updates; relay policy information to College faculty, staff, and students.
Provide oversight for College-level governance, including but not limited to research, analysis, and management of faculty voting processes; prepare reports related to College and University policies; and organize and manage committee elections. Maintain archives and manage communications relating to collegiate governance documents, Memoranda of Understanding/Agreement, and other contractual obligations.
Manage the planning, organization, and logistics for various collegiate events, including the organization and implementation of the annual Commencement event in a manner welcoming to diverse populations, collaborating as appropriate with CDes Student Services, relevant University offices, and external vendors as appropriate.
Ensure support for the Associate Deans, Finance, Development, and units related to academic curricula and resources to provide administrative support for processes related to grants, patents, and entrepreneurship, including post-award narrative reporting and pre-award proposal preparations (including but not limited to: literature reviews; reference lists, bibliographies, and citations; faculty profiles in WORKS and other online systems; completion and tracking of forms such as biosketches, current and pending support, Institutional Review Board (IRB) reviews, materials imports, insurance confirmations, travel authorizations, contracts, agreements; etc.).
Support to Faculty and Academic Programs: 20%
Facilitate CDes academic and curriculum-related processes; working closely with committee chairs and the Associate Dean for Academic Affairs to support formulation and delivery of curricula. Lead process improvements for workflows related to curricular advancements.
Provide ongoing staff support for meetings, processes, and deadlines of the collegiate Curriculum Committee, working with the Registrar, faculty, and academic programs staff as needed.
Lead process improvements for workflows related to curricular advancements.
Manage course scheduling, classroom placement, reporting of Student Learning Outcomes, and other administrative needs; collaborate with counterparts to ensure smooth operation and high-quality results.
Implement and facilitate administration of emerging and nascent academic courses and programs, including specialized summer programming.
Collaborate with the Dean and Associate Deans to ensure academic projects, priorities, and actions are aligned with strategic plans. Gather information through meetings, research, etc., to assist in development of strategic plans.
As needed, work with faculty and administrators to support the Associate Deans and directors of academic programs and research centers in: coordinating assessment processes; managing external reviews; preparing and delivering reports (including but not limited to grant-funded results, etc.); following through on actions related to strategic planning and resolutions of committees and governing bodies; assisting articulation of program missions and individuals' research impact statements; and supporting alignment of academic programs, projects, priorities, and actions with University, collegiate, departmental, and programmatic strategic plans.
Provide administrative support for continuous improvement of the graduate student experience, including initiatives related to research, academic programs, communications, spaces, and events.
For specific academic programs that may be free-standing, cross-collegiate, and/or cross-university — and, for programs and initiatives of the Deans Office as requested — manage processes, systems, associated documents, including but not limited to: needs assessments and logistics; i.e., curriculum-related processes, course and room scheduling, and equipment and facilities supports. Liaise with Finance and HR as needed.
Office Management and Supervision: 10%
Manage all aspects of daily operations of the Deans Office and logistics of its internal and external relationships, including policy, procedure, and workflow determination and development.
Create a welcoming environment by providing high-quality customer service to all visitors, faculty, staff, and students from diverse backgrounds and communities.
Write, edit, proofread, and disseminate various documents, including correspondence, reports, and administrative and operational policies and procedures.
Collaborate as needed to ensure reliable and secure operation of collegiate facilities.
Supervise the Assistant to the Associate Deans and student employees, including hiring, onboarding, training, coaching, assigning hours, performance management, discipline, and off-boarding.
We're looking for an Assistant to the Dean ((University classification #8208A3) to join our team in the College of Design!
Bachelor's degree with at least four years of experience, or a combination of related education and work experience to equal eight years.
Experience using various computer software applications in a professional setting, including strong proficiency in Microsoft Word and Excel; fluidity with the Google Suite, including Gmail, Calendar, and Drive.
Ability to use or learn teleconferencing/videoconferencing tools (such as Skype, Zoom) and databases (such as Oracle, MySQL, Access, etc.).
Propensity for learning new software tools as needed to support the work and projects of the Deans Office and College.
Outstanding organization, problem-solving, and decision-making abilities. Demonstrated ability to meet deadlines, prioritize multiple tasks, manage projects, and work independently without close supervision.
Exceptional interpersonal skills and the ability to communicate verbally and in writing with multiple and diverse constituencies.
Demonstrated experience developing/preparing reports and drafting correspondence, often with varied components and multiple contributors and recipients.
Experience using discretion in handling confidential information.
Ability to remain flexible, optimistic, and effective in a rapidly changing, dynamic environment.
Demonstrated commitment to customer service and the ability to create a welcoming, inclusive, positive work environment for people from a variety of backgrounds and communities.
Supervisory experience (may include supervision of students).
Occasionally may need to work outside of regularly scheduled hours depending on the projects or events at hand.
Bachelor’s degree plus at least eight years of experience, or a combination of related education and work experience to equal twelve years; experience should reflect an increase in responsibilities.
Facility with webpage updating software (e.g., Dreamweaver, Contribute, WordPress, Drupal, Mail Chimp, Constant Contact, etc.).
Professional-level verbal, written, and presentation communication skills (including meticulous accuracy in spelling, grammar, punctuation, proofreading, design, and presentation).
Demonstrated experience in complex event planning and support.
Understanding of basic statistics.
Diligence and curiosity compatible with supporting the Dean in both ongoing operations and new initiatives.
Ability to work under pressure. Evidence of intrinsic motivation and self-driven initiative.
Experience in a higher-education environment.
Internal Number: 335184
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.