Location
Minnesota | United States
Job description
Job ID: 359425
About the Job College of Science and Engineering - Dean's Office
Work
Hours:
Full-time position; 8:00 a.m. - 4:30 p.m. Monday through Friday, with the possibility for a one-day-a-week remote work schedule
after probationary period.
About the Job:
The Administrative Associate plays a vital role within the College of Science and
Engineering (CSE), providing comprehensive support to multiple units within the Dean's Office. This position provides executive
administrative support to the Dean's Office, with the primary responsibility of providing support to the Associate Dean for Research,
Associate Dean for Academic Affairs, Associate Dean for Graduate Programs, and CSE Faculty Dean's Fellows. Responsibilities include but are
not limited to performing daily administrative work processes. Candidates should possess an elevated level of verbal and written
communication skills with the ability to proof, create, and update documents using Microsoft Office Suite, Google Calendar, and Good Drive.
The position interacts, works, and communicates with all CSE staff and UMN employees, therefore should be outgoing and able to provide,
interpret, and complete administrative direction. The Administrative Associate is responsible for supervising student workers and managing
the front desk of the CSE Dean's Office.
Responsibilities:
Executive Office Support (60%)
- Provide comprehensive
administrative support for the Associate Dean for Research, Associate Dean for Academic Affairs, and CSE Faculty Dean's
Fellows.
- Independently support college leaders on a broad range of administrative activities, including confidential matters and
handling private and sensitive information.
- Approve research proposal routing forms for the entire college on behalf of the
Associate Dean for Research, escalating issues when appropriate.
- Establish processes to coordinate and prioritize work across a
variety of demands that are diverse in nature and often conflicting.
- Hire, supervise, and manage student workers that support the
Dean's Office.
- Calendaring and meeting logistics: Demonstrate expertise in coordinating high-level executive calendars and complex
meeting schedules including responding to multiple availability requests, prioritizing requests, assessing travel time between meetings,
monitoring calendar for conflicting meetings, and actively scheduling meetings with staff and collaborators, and anticipating
needs.
- Assist with coordinating a program of Dean's Office laboratory tours.
- Manage financial transactions including
purchasing office supplies, processing purchasing card expenses, and creating requisitions
- Develops and maintains relationships with
internal and external constituents.
- Assist the Associate Dean's with coordinating regular research opportunity communications with
departments and researchers.
- Fulfill special project requests as needed to support essential functions and operations of the Dean's
Office.
- Act as liaison for faculty with other departments and collaborators including partners from outside the University and
external stakeholders.
- Develop and oversee administrative workflow; triage issues by analyzing, prioritizing, escalating, and
resolving appropriately.
- Other duties as assigned.
Support to Executive Assistant to the Dean (25%)
- Assist the
Executive Assistant to the Dean as needed to help support the CSE Dean.
- In the absence of the Executive Assistant to the Dean,
independently provide direct support to the Dean on a broad range of matters, including handling confidential, private, and sensitive
information.
- Event support: Assist with all event planning for the CSE Dean's Office. Handle logistics such as reserving rooms,
catering, set-up, and breakdown for CSE-related events such as award ceremonies, monthly meetings, and specialty events that occur each
semester. Occasionally required to work after normal business hours to support events, with advanced notice provided.
- Serve as the
backup Department Facilities Representative for the Dean's Office.
- Provide additional administrative support for the Dean's Office
including running errands on campus, scanning, faxing, or copying documents.
- Help maintain faculty tenure and promotion dossiers and
performance review forms for Assistant and Associate Professors and function as a liaison for faculty to coordinate with the Associate Dean
for Academic Affairs.
- Provide backup support to submit FM requests.
- Responsible for identifying problems and making sound
decisions with limited supervision.
- Provide support for the Dean's Office facilities in Walter Library, Lind Hall, and Keller Hall
space by providing event and meeting support to CSE departments.
- Other duties as assigned.
General Administrative Support
(15%)
- Contribute to projects in various areas.
- Coordinate payments with relevant parties.
- Address inquiries and
resolve issues in a timely manner.
- Maintain confidential records, office files, and documents.
- Assist with analyzing data
and management of databases.
- Other duties are assigned based on the changing needs of the Dean's
Office.
Qualifications Required Qualifications:
- Bachelor's degree or a combination of related
education and work experience to equal four years
- Excellent interpersonal and communication skills with an ability to work
collaboratively with diverse audiences
- Proficient with Microsoft and Google suites, with the ability to learn new systems as
needed
Preferred Qualifications:
- Administrative experience in a higher education institution
- Experience with
University of Minnesota systems, such as Perceptive Content, DMS, and Chrome River
- Ability to work both independently and as part of
a team-based office including faculty, external collaborators, staff, and community members
- Advanced knowledge of Google Calendar,
Google Drive, and Google Sheets
- Highly organized with attention to detail in a fast-paced, multitasking
environment
- Self-motivated, self-guided, goal-oriented, and mindful of deadlines
- Proven experience handling a wide range of
administrative-related tasks with dedication to professionalism and confidentiality
About the
Department The College of Science and Engineering (CSE) is ranked among the top engineering and science academic programs in
the country. The college includes 12 academic departments offering a wide range of degree programs at the baccalaureate, master's, and
doctoral levels.
For more information about the College of Science and Engineering Office of the Dean, visit .
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
- Employee Transit Pass with free or reduced rates in the Twin Cities metro
area
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).
Job tags
Salary
