The Administrative Associate 2 in the Office of the President is a key partner, providing strategic administrative support to senior leadership, assisting with high-level projects, coordinating committee meetings, and working to advance initiatives on behalf of the Office of the President. This role is integral to the smooth operations, ensuring staff are informed, prepared, and aligned while ensuring administrative processes are efficient and effective. Working in a fast-paced, dynamic environment, the Administrative Associate II collaborates closely with internal and external stakeholders to advance the Universityâ™s mission.
This is a 100%, 12-months continuing Civil Service appointment (job code 8208A2, Admin Associate 2).
JOB DUTIES: Strategic Administrative Support (40%):
Executive Level Calendar Support: Provides in depth, extensive calendar support requiring prioritization of multiple competing needs with effective communication across various stakeholders (especially administrative colleagues) throughout the University and with external partners.
Strategic Partnership: Understands and works to support the goals of the Office of the President. Assists with the implementation of systems/processes that are critical to the support of strategic initiatives.
Proactive Planning: Anticipates the needs of senior leaders, reviews daily logistics and prepares briefing materials to make sure each day is highly organized and planned appropriately.
Provides administrative support and document management specific to the Board of Regents materials being sent from the Office of the President. Reviews submissions and works to ensure the final materials are exceptional quality.
Represents the Office of the President with internal and external partners with the highest level of professionalism, discretion and tact with a focus on providing exceptional service in all interactions.
Administrative Operations (60)%:
Event and Meeting Leadership: Ensure high profile events run smoothly, representing the professionalism and prestige of the Office of the President. Manage all aspects of executive meetings and events, including attendee logistics, communications/reminders, guest coordination, collection of materials and - when appropriate - vendor management. Support the management of the Presidents Football suite, including coordinating credentials, tickets, parking needs and proper set up on game days.
Confidential and High-Sensitivity Coordination: Support the Director of Administrative Services by handling sensitive materials, coordinating high-level appointments, maintaining strict confidentiality and practicing the utmost discretion.
Operational Efficiency and Improvement: Handle a high volume of competing administrative tasks that require an ability to effectively prioritize and handle with the appropriate level of urgency. Continuously analyze existing processes. Recommend and initiate improvements to office operations. Ensure the highest level of efficiency and effectiveness in support of the Presidentâ™s Office staff.
Facilities and Resource Management: Serve as the Resource Responsibility Center Facility lead and Departmental Facility Representative, managing the security of our physical office environment and communications to building occupants. Manages workspaces within the office to make sure they are fully equipped for optimal operation.
Financial and Travel Oversight: Manage reimbursements, travel card reports, and other financial documentation for senior staff using Chrome River. Manage institutional memberships and membership invoices.
Collaboration: Develop and maintain effective and positive working relationships internal and external to the Presidentâ™s Office, including University and collegiate leadership and state agencies.
Coordination of other departmental projects as assigned.
Provides backup administrative coverage for other areas as needed
WORK DAYS: Monday to Friday
WORK MODE: Monday to Thursday in person on campus, Friday - hybrid
REQUIRED QUALIFICATIONS:
Bachelorâ™s degree plus a minimum of 2 years of related experience or a combination of education and experience to total 6 years
Proven experience thriving in fast-paced, deadline-driven environments, delivering structured work with accuracy and timeliness.
Strong demonstrated organizational and project management skills, including the ability to handle multiple tasks simultaneously.
Ability to work both independently and as part of a collaborative team, with a high level of self-direction and resourcefulness.
Advanced / Expert knowledge of Google Suite (Gmail, Calendar, Drive), MS Office Suite (Word, Excel, PowerPoint) and Zoom. Comfortable learning new technologies to become proficient in systems/software necessary to successfully perform assigned tasks.
Exceptional written and verbal communication skills, with a focus on precise, professional correspondence. Independently writes communications while also reviewing and editing departmental documents for grammar, style and formatting.
Demonstrated ability to manage confidential information with the utmost discretion.
PREFERRED QUALIFICATIONS:
Experience working in a higher education environment
Previous experience supporting an executive-level leader
Ability to work collaboratively with diverse audiences
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.
