Careers

The Executive Assistant provides administrative leadership to the Dean’s Office of the Humphrey School of Public Affairs. This position manages the operations of the Dean’s Office as well as a range of school-wide administrative and governance processes. This position provides administrative expertise and executive-level support to the Dean. 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

Job Duties

Executive Administration and Communications Support to the Dean (60%)

Direct support to the Dean:

• 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. 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. 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. Use professional judgment in prioritizing or delegating meeting requests and other time demands for the Dean. Proactively manage their calendar 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 with the senior leadership team, Directors of Graduate Studies, area 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 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.
  • 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 into 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.

Executive Office Administration & Management (40%)

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 school-wide administrative processes. Coordinate with the Operations Manager 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 in late April early May and ensure consistent communications from the Dean’s Office.
  • Facilitate coordination between Humphrey School academic units and the Provost’s Office to ensure collegiate compliance with the external accreditation process. 
  • Coordinate the annual performance review process for faculty and directors.
  • 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.

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 according to University policy.
• Arrange domestic and international travel for the Dean and prepare documentation for reimbursements.
• Serve as a resource for other staff in the Dean’s Office.
• Other duties as assigned.

Required:

• Bachelor’s degree or a combination of related education and professional administrative work experience to equal four years
• Demonstrated experience supporting faculty or an administrator in a Department, College, or Center leadership position.
• Demonstrated experience managing schedules, providing direction, and coordination for the implementation and support of strategic goals and key initiatives
• Proficiency in database management systems, Microsoft Office and Google products/software
• Demonstrated ability and experience in using independent judgment, decision-making, and self-directing work activities
• Demonstrated experience developing and implementing processes and workflow for preparing, processing, and tracking documents 
• Experience handling confidential materials and information with sensitivity and discretion
• Excellent verbal and written communication skills 
• Demonstrated experience responding to internal and external constituents, establishing positive working relationships, and responding with a sense of urgency to each specific audience
• Dedication to customer service
• Strong organizational skills and extreme attention to detail
• Demonstrated ability to prioritize work and manage multiple projects at once
• Demonstrated ability to work independently and as part of a team

Preferred:

• Experience working in an academic institution; proficiency with University computer systems and software, and ability to assimilate new systems quickly.

About University of Minnesota Twin Cities

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