Shire Veteran Jobs

Job ID359520 LocationTwin Cities Job FamilyAdministration-General Full/Part TimeFull-Time Regular/TemporaryRegular Job Code8208A2 Employee ClassCivil Service About the Job The School of Public Health (SPH) is seeking applications for our full-time Executive Assistant to the Dean position (A8208A2 Administrative Associate 2) Starting pay range for this civil service role is $31.25 - $35.10 hourly ($65,000 - $73,008 annually) depending upon the selected candidate's relevant qualifications and internal equity. Work Arrangements: Onsite location is the Dean's Office: 420 Delaware Street SE - 3rd Floor Suite A302, Mayo Memorial Building (Mayo), Minneapolis, MN 55455 - East Bank campus. We offer a flexible work environment that meets the needs of our students, faculty, staff and partners we serve. While this position is currently expected to work on campus 4 out of 5 days per week, flexible work arrangements may include additional flexibility in schedule and/or work location. The School of Public Health (SPH) is committed to antiracism and anti-oppression and welcomes you to join us in our pursuit of building equity and driving justice. We particularly encourage applications from those who belong to groups that have been historically underrepresented in our School, including those who are American Indian, Black, Indigenous, and people of color, those with disabilities, veterans, and those from LGBTQIA+ communities. Please note: At this time, the University's employment site is limited in how it collects applicant demographic information. Applicants are encouraged to provide their pronouns and/or preferred name within their attached application materials. Job Summary: This role provides executive-level operational and administrative support to the School of Public Health Dean and administrative scheduling support to the Associate Deans of Research, Faculty Affairs and Education and Student Engagement. This full-time position 1) reports to the Dean, 2) has discretionary authority and responsibility for carrying out their job functions on behalf of the Dean, and 3) 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. Primary responsibilities include strategically managing workflow and correspondence, researching and preparing drafts on a variety of subjects, and implementing and managing the general operations within the Dean's Office including budget, staffing, and facilities, as well as managing the Dean's meeting and travel schedule. The Dean's suite is proud to serve a diverse population of not only faculty, students, and staff, but also interacts with a wide and varied group of internal and external constituents. The successful candidate will need to work well across these diverse communities. Job 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 involving the Dean's office. 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 Dean and Associate Deans employing exceptional discretion, professionalism, independent action, and appropriate judgment Manage the complex calendar f the Dean to ensure that her time is being used strategically and in alignment with priorities. Meetings and events can be high profile and with participants including members of the legislative and/or public health communities, university leadership, donors, board members, etc. Duties to include: Making key decisions on the schedule Developing and establishing the Dean's calendar including recurring SPH and University meetings and events. Establish relationships with SPH leaders, external leaders, and their administrative staff in order to implement and coordinate the Dean's scheduling priorities; Conduct research and gather data as needed regarding various University leaders and stakeholders with whom the Dean will be meeting; Organize meeting materials and appointment files to ensure that the Dean is well-briefed and prepared for scheduled meetings, events, workgroups/committees and routine executive functions. Manage the Dean's travel arrangements and prepare reimbursement requests in compliance with University and collegiate policies. Organize and schedule school leadership meetings in conjunction with the Dean, Associate Deans, and staff, including assistance with agenda, materials, and minutes preparation and distribution. Serve as the primary point of contact and liaison to various university departments, the community, and external stakeholders (e.g., Board of Regents, 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 within the Dean's office and administrative SPH offices. Assume other special projects and duties as assigned. Office Management (20%) Manage all day-to-day operations to ensure the office functions effectively and efficiency, 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, and serve as the primary Department Facility Representative (DFR). Supervise student employees including recruitment and hiring, provide training and work direction, and provide coaching when needed. Coordinate daily operations of the Dean's Office, including ordering office supplies, managing office equipment. Monitor and oversee reservations and activities of the Dean's conference rooms including operating and maintaining presentation and videoconferencing systems. Other Duties (10%) Coordinate written communications to and from the Office of the Dean, including preparing and editing correspondence, reports, and presentations. Manage Dean's Office 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 Are you excited about this job and meet the required qualifications, but your past experience doesn't align perfectly with every preferred qualification? Studies have shown that women and people of color are less likely to... For full info follow application link. 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: http://diversity.umn.edu.