Location
Minnesota | United States
Job description
Job ID: 359812
About the Job The Masonic Institute for the Developing Brain (MIDB) is
seeking to hire an Experienced Administrative Professional. This individual will report to the Manager of Logistics and Mission Impact and
will be responsible for providing executive-level operational and administrative support to the Co-directors and COS of the MIDB. This
full-time position 1) has discretionary authority and responsibility for carrying out their job functions, and 2) exercises independent
judgment in prioritizing work and problem solving. A significant level of trust and the ability to handle sensitive and confidential
information, diplomacy, and the ability to build rapport is required for this position. This position requires initiative, follow through,
dependability, creativity, multi-tasking, and problem solving, which are all essential for success.
Duties and
Responsibilities Executive Support (70%)- Identify, develop, analyze, track and prepare
responses/reports related to inquiries, projects, and issues related to advancing the strategic initiatives, objectives, and
issues.
- Ensure appropriate escalation and proactive approach, taking on action items and tracking of deliverables and
outcomes.
- Conduct research as necessary to learn about topics/issues in support of inquiries, projects, and
initiatives.
- Report on project timeline status; prepare and provide updates and/or reports to senior leadership and other key
stakeholders.
- Leverage project planning tools to manage projects on varying timelines with flexibility.
- Provide direct
administrative support and scheduling support to the Co-Directors and COS employing exceptional discretion, professionalism, independent
action, and appropriate judgment.
- Manage the complex calendars of the Co-Directors and COS to ensure that their time is being used
strategically and in alignment with priorities. Meetings and events can be high profile and with participants including members of
university leadership, donors, legislators, etc. Duties to include:
- Making key decisions on the schedule.
- Developing and
establishing the Co-Directors and COS calendars. Establish relationships with department leaders, external leaders, and their administrative
staff in order to
implement and coordinate the Co-Directos and COS scheduling priorities. - Conduct research and gather data as
needed regarding various University leaders and stakeholders with whom the Leadership team will be meeting.
- Organize meeting
materials and appointment files to ensure that the Leadership Team is well-briefed and prepared for scheduled meetings, events,
workgroups/committees and
routine executive functions.
- Manage the Leadership Teams travel arrangements and prepare
reimbursement requests in compliance with University and collegiate policies.
- Serve as the primary point of contact and liaison to
various departments, the community, and external stakeholders (e.g. legislators, donors) regarding requests for information, problem
resolution, and, as indicated, escalation of issues.
- Attend leadership meetings as needed.
- Helps coordinate local onboarding
efforts for new employees.
- Assume other special projects and duties as assigned.
Office Management
(20%)- Manage all day-to-day operations to ensure the office functions effectively and efficiently, including establishing
and communicating procedures and deadlines and identifying new ways of achieving efficiencies on an ongoing basis.
- Lead projects to
implement space and equipment changes.
- Supervise student employees including recruitment and hiring, provide training and work
direction, and provide coaching when needed.
- Coordinate daily operations including ordering office supplies, managing office
equipment.
- Monitor and oversee reservations and activities of the MIDB conference rooms including operating and maintaining
presentation and videoconferencing systems.
Other Duties (10%)- Coordinate written communications
including preparing and editing correspondence, reports, and presentations.
- Manage MIDB departmental email; triage and distribute
correspondence as appropriate.
- Obtain approvals, process, and file PCard expenses, deposits, vendor payments, and journal entries.
Track and report expenditures.
Qualifications All required qualifications must be documented on
application materials. Preferred Qualifications - Experience working under tight deadlines in a
fast-paced office environment.
- Experience working with multiple and varied internal and external constituencies.
- Strong
problem-solving capabilities and ability to see issues from a variety of perspectives.
- Demonstrated time management skills and
ability to prioritize.
- Experience with purchasing from U-Stores, Reconciling University credit card purchases via Chrome
River.
- Experience with audiovisual setup.
Required Qualifications - BA/BS plus 2 years of
experience or a combination of related education and work experience to equal 6 years.
- Excellent calendar management
skills.
- Excellent verbal and written communication skills.
- Technologically adept; able to navigate MS Office products (Word,
Excel, Powerpoint), Google Apps (Mail, Calendar, Forms, Meets, and Drive), Zoom meetings, and internet-based
collaboration tools such
Basecamp. - Strong attention to detail and concern for quality, accuracy, and completeness of work.
- Excellent time management,
multitasking, and organizational skills.
- Demonstrates a strong commitment to equity, diversity, and
inclusion.
About the Department The Masonic Institute for the Developing Brain (MIDB) is dedicated to
fostering the healthy brain function of children across the lifespan with the mission to set and maintain a healthy trajectory for all
children toward positive life outcomes through early neurobehavioral and mental health assessment, innovative targeted interventions,
informed policy-making, compassionate child-advocacy, and community education. The MIDB's mission of basic and clinical research in the
field of neurobehavioral development is supported by its Neuroimaging core, which fosters collaborations within departments at the
University of Minnesota and across institutions to build teams with the highest possible degree of
expertise.
Benefits
Working at the University At the University of Minnesota, you'll
find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance,
allowing you to invest in the future of your career and in your life outside of work.
The University also offers a comprehensive
benefits package that includes:
- Competitive wages, paid holidays, and generous time off
- Continuous learning opportunities
through professional training and degree-seeking programs supported by the Regents Scholarship
- Low-cost medical,
dental, and pharmacy plans
- Healthcare and dependent care flexible spending accounts
- University HSA contributions
- Disability and employer-paid life insurance
- Employee wellbeing program
- Excellent retirement plans with employer
contribution
- Public Service Loan Forgiveness (PSLF) opportunity
- Financial
counseling services
- Employee Assistance Program with eight sessions of counseling at no cost
Please visit the Office of Human Resources website for more information regarding
benefits.
How To Apply Applications must be submitted online. To be considered for this position, please
click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position
and attach a cover letter and resume.
Additional documents may be attached after application by accessing your "My Job Applications"
page and uploading documents in the "My Cover Letters and Attachments" section.
To request an accommodation during the application
process, please e-mail
[email protected] or call (612)
624-8647.
Diversity The University recognizes and values the importance of diversity and inclusion in
enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and
retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in
its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status,
disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about
diversity at the U:
Employment
Requirements Any offer of employment is contingent upon the successful completion of a background check. Our presumption is
that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from
employment.
About the U of M The University of Minnesota, Twin Cities (UMTC) The
University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate,
graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most
vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with
world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service
organizations.
At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well
as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019,
2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).
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