Job Title: Executive Assistant to the Department Head UMN Job Classification: Executive Office and Admin Specialist (UMN Job Code # 1885) Appointment Details: Temporary-posted, six-month appointment, 30 hours per week, 75% time. Reports-to: Department Head, Department of Design, Housing and Apparel College: College of Design, University of Minnesota
Position Overview: The Department of Design, Housing and Apparel (DHA) in the College of Design at the University of Minnesota is seeking a six-month, temporary-posted Executive Assistant to the Department Head working 30 hours per week.
Department Head Support: 50%
Schedule, monitor, and coordinate head’s calendar (using Google calendar).
On head’s behalf, prepare draft correspondence.
Monitor head’s ongoing project timelines; actively engage the head in planning for upcoming events; inform head of deadlines and current events that may impact the department. Coordinate efforts as necessary with other department and college staff.
Provide general administrative support to the head, including, but not limited to, drafting, composing, editing and preparing correspondence and other communications documenting decisions and actions taken, agendas, reports, charts, business forms, and miscellaneous database projects.
Serve as resource, explaining policies, procedures, processes and reports to internal and external customers. Represent the head regarding policies and procedures on such faculty issues as promotion and tenure, and professional development leaves, and performance evaluations.
Assist the department head with annual performance review process for faculty and academic staff.
Plan and manage the annual process and timeline for the head’s annual review of approximately 33 faculty and 15 adjunct faculty, ensuring appropriate documentation is provided to the head.
Monitor timelines and procedures, and collect and organize materials for annual probationary faculty review by the tenured faculty members.
Assist the head with the promotion and tenure process, including advising the head of timelines and any procedural changes, manage the promotion materials collection process, prepare confidential dossiers, and ensure the timely submission of materials to the college.
Assist associate administrator, head and other administrators with researching, collecting data and compiling information and other material related to program support and department administration.
Maintain documentation regarding department initiatives and governance.
Schedule appointments and meetings for events, department committees, external requests.
Monitor and update e-mail distribution lists.
Coordinate election process for DHA department committees and department representatives to collegiate committees, ensuring eligibility criteria are followed.
Serve as part of the department administrative and operational team to provide program support, including during times of overload, absence or turnover.
Develop, organize and maintain head’s administrative files, including all personnel files.
Project Management and Planning: 50%
Monitor ongoing department project timelines; actively engage the head in planning for upcoming events, advise head of deadlines and current events that may impact the department. Coordinate efforts as necessary with department staff.
Coordinate travel arrangements for DHA faculty, visitors, and prospective candidates, as requested.
Plan, manage and oversee web-based projects, such as program area gallery of student work.
Manage the process for designated award nominations internal and external to the University. Compile and review historical documentation and draft award nomination communications to nominees. Solicit and collect letters of support. Participate in planning for new and updated department policy and procedural documents as needed
High School Diploma/GED and four years of related office and administrative experience. Training/education may be substituted for some of the years of experience. Experience should demonstrate a progression of increasing responsibility.
Demonstrated proficiency with MS Office, including Word, PowerPoint, Excel; experience with databases and data entry.
Previous experience writing basic and complex correspondence.
Demonstrated expertise scheduling appointments and maintaining calendars.
Experience handling confidential information.
Previous Google suite experience.
Previous experience in a higher-education setting desired.
Evidence of self-motivation and successfully fulfilled initiatives.
Strong organizational abilities and attention to detail; demonstrated ability to meet deadlines and prioritize multiple tasks.
Demonstrated ability to work effectively with diverse constituents, in terms of gender orientation, ethnicity, disability, etc.
Ability to work as a team member, demonstrating independence, creativity, and collaboration in a fast-paced environment while prioritizing multiple tasks.
Demonstrated ability to communicate effectively, both orally and in writing, to multiple audiences.
Demonstrated ability to work productively, professionally, and collaboratively with department constituents, faculty, staff and students. Ability to work effectively on an administrative team and to make consistently productive contributions to the successful operations of the team.
Internal Number: 337907
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.