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Job ID359812 LocationTwin Cities Job FamilyAdministration-General Full/Part TimeFull-Time Regular/TemporaryRegular Job Code8208A2 Employee ClassCivil Service 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 vide conferencing 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 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... 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.