The Dean's Office in the College of Pharmacy is looking to hire a qulaified Administrative Associate. This position exists to support, represent, and administer the functions of the Office of the Dean. This includes: Coordinating with the Dean, Senior Executive Associate Dean, Chief of Operations, other Associate and Assistant Deans, Department Heads, and associates to the Dean to ensure timely, effective, and efficient operations of the College; management of the Dean’s time, and appropriate collaborations with other colleges and schools. The initial terms of this appointment are that it will be temporary for no more than two years, with renewal based on organizational need and funding.
Principal Duties and Responsibilities:
30% Executive Leadership Support
Manage the Dean’s office and ensure it operates with the highest level of efficiency and customer service. This work requires the individual to have strong communication skills, willingness to be adaptable and seek positive solutions in the face of potential conflict or challenging situations.
Provide executive-level support to the College of Pharmacy Leadership Team including participating in, supporting, and documenting matters in Collegiate leadership meetings including but not limited to Central Council, College Assembly and College Wide meetings. The individual must exercise professionalism and judgment for the appropriate handling of confidential and critically sensitive information.
Support the work of the Chief of Operations with priorities and projects delegated from the Dean, including leading short-term initiatives as needed. The individual must be able to learn the complexities and content of a new project, map a plan and timeline for successful implementation, identify and engage necessary participants, and lead the execution of the plan and related task assignments.
Support confidential communications of the Dean, Sr. Executive Associate Dean, and the Chief of Operations Officer with other constituents including donors, alumni, direct reports, HR matters, Office of General Council, Provost’s office and others in the university as well as external. This may include editing and reviewing correspondence, reviewing and preparing faculty dossiers, developing itineraries for external guests, and facilitating other communications as needed. The individual must have solid written and verbal communication skills and be able to maintain strict confidentiality.
Manage complex calendars and schedules including the screening, directing, triaging, prioritizing, and responding to inquiries from myriad stakeholders. The individual must be organized and adaptable to the diverse styles and needs of the leadership team.
Support coordination of the Dean’s, the Senior Executive Associate Dean’s, the Chief of Operations Officer’s, Alumni Affairs Specialist’s and Development Team’s travel schedules, and itineraries, including meeting arrangements and complex events (see below). The individual will manage expense reimbursements for all members of the leadership team as needed.
25% Systems Oversight and Office Management
Design operational workflows and perform administrative and operational duties related to the day-to-day functions of the office in collaboration with the Dean and Chief of Operations. The individual must have strong leadership skills and vision for the establishment of effective workflow processes.
Assess and adjust all administrative aspects of the Dean's Office to ensure that each runs efficiently and effectively. The individual must engage in continuous process improvement and operational excellence activities.
Perform operational aspects needed to support and/or supervise office work study students to ensure office operations run smoothly. The individual must have strong interpersonal, management, and organizational skills to maximize student efforts for the following:
Creation, documentation, or communication of office or college-wide system processes such as Google Drive maintenance and conference room scheduling.
Organization of College files to ensure an efficient and largely paperless office environment.
Facilitation of processes for Dean signatures including tracking and recording.
Management of procurement of office-related goods and services.
Maintenance of an inventory of materials and oversee purchasing of office supplies.
Front desk receptionist coverage and system for back-up as needed for responsibilities related to phone calls, receiving visitors and dean guests, messages, general office email handling).
Office and floor mail distribution.
Management of Dean’s Office spaces (conferences room, kitchen, reception areas, mailroom, copy room, closets, and cabinets)
20% Program and Event Support and Special Arrangements Coordination
Conduct research and complete project related work in support of the leadership team and project managers. The individual must be able to prioritize workload and address the needs of multiple constituents as part of the Dean’s office.
Manage process and records for College committees and regular functions such as the Central Council and College Assembly. The individual must be organized, attentive to timelines, and communicate and monitor responsibilities.
Under Direction of the Associate Dean for Faculty Affairs, coordinate communications and scheduling of Faculty Consultative Committee and subcommittee meetings.
Under the direction of the Dean or their designee, execute alumni and donor stewardship programs including coordination and execution of alumni/donor routine communication (thank you, birthday cards, sympathy notes, etc.) and maintaining appropriate records of alumni connections in the DMS database.
Provide administrative support for the operations team including but not limited to scheduling, participating in, and documenting meetings; and providing administrative support when needed for individual units such as HR, Communications, Finance.
Participate on College’s events team which aims to ensure high quality events for external audiences. This work requires attention to detail, and the ability to work effectively with a diverse team. As a member of the Core Team, plan and implement specific College events and sessions upon request involving complex logistics and guest lists such as constituent dinners, receptions, meetings, and retreats. These duties require the individual to be organized, attentive to Dean’s needs, and responsive to sudden changes.
15% Finance Support
Identify vendors and negotiate business services for various office activities. This work requires strong interpersonal skills.
Coordinate and communicate with external contacts to process confidential information related to payment for outside services.
Serve as the primary authorized purchaser, producer or facilitator of purchase orders and billing payments, contracts, PCard reconciliation, and vouchers for the Dean’s Office.
Summarize budgetary accounts and reports for the Dean's office.
Serve as the office’s liaison to the College’s Financial Services Office for financial transactional matters.
Submit employee reimbursements for Dean and other members of the leadership team.
10% Other Duties As Assigned
Commitment to professional development of self and other members of the College community including serving as a trainer for internal employee development programs
This position will supervise three to five student workers.
Supervisory responsibilities include:
Recruitment and hiring
Work assignment, prioritization, and monitoring of progress
Development and evaluation
Working Conditions: The Dean’s Office includes the Dean, the Sr. Executive Associate Dean, the Chief of Operations, the Chief Finance Officer, several associate deans, directors of HR and communications, and alumni and development staff. The majority of the work in this position is performed in a general office setting with the consideration for occasional remote flexibility once established in the role. Travel to other campuses may be required on an occasional basis
* The Employer retains the right to change or assign other duties to this position.
All required qualifications must be stated/included in application materials
BA/BS or a combination of related education and administrative work experience to equal four years
Demonstrated ability to multitask, prioritize, and work independently and as a team member in a fast-paced, deadline-driven environment
Proficiency in Google applications (calendar, email, drive) and Microsoft Office Suite (Word, Excel, and PowerPoint)
Experience managing complex calendars and arranging meetings (e.g., ad hoc, daily and recurring weekly/monthly meetings).
Experience proofing business documents and communications such as presentations, manuscripts, letters of recommendation.
Commitment to supporting and encouraging a diverse work environment
Strong verbal and written communication skills to include experience and skill with drafting and editing correspondence - spelling, grammar, clarity, punctuation, etc
Demonstrated ability to work in complex environments, to provide high quality customer service in an accountable manner.
Bachelor's degree plus at least four years of administrative experience.
Experience working with financial documents such as purchase orders and reimbursements. and familiarity with an Enterprise Resource Planning software such as Oracle/PeopleSoft, SAP, Hyperion/Workday.
Experience in higher education, research or healthcare setting
Demonstrated ability to work with and adapt to new technologies and processes without significant direction
Experience managing conference room equipment including arrangements for teleconferencing
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.