Executive Assistant to Dean

Job Information

Job : 372021

Location: Twin Cities

Job Family: Administration-General

Full/Part Time: Full-Time

Regular/Temporary: Regular

Job Code: 8208A2

Employee Class: Civil Service

The School of Dentistry is seeking an Executive Assistant to the Dean!

The position serves as a critical hub to the Office of the Dean, providing executive-level support and administrative expertise to the Dean and Chief Financial Officer. In addition, they will provide committee support, policy and compliance support, administrative oversight and manage special projects. This position is responsible for carrying out all the job functions by being both strategic and detail-oriented, effectively prioritizing work, anticipating potential problems and developing creative solutions, exercising independent judgment, confidentiality and discretion and building constructive relationships with University leaders, staff and others.

This position reports to the Chief of Staff.

Monday - Friday, 8:00 am - 4:30 pm

Flexibility with this schedule may be accommodated with the supervisor once the individual is established in the role. The person in this position works at a desk in the general reception area of the Dean's Office, which is adjacent to the Dean's personal office.

Administrative Management and Coordination

• Use interpersonal, organizational, and problem-solving skills, multitasking in a fast-paced environment, working independently, showing initiative, and meeting deadlines
• Serves as the 'go-to' contact in many instances for faculty and other administrative staffin the school when issues arise or the Dean or a solution is needed
• Prioritize the dean's time and commitments with internal and external constituents and prioritize based on deans and strategic priorities, including complex calendar scheduling and material preparation
• Proofread and edit the dean's correspondence and edit University documents, newsletters, memorandum, etc. generated by the dean and other administrators
• Prepare presentations, proofread memos, documentation, etc.
• Determine and prioritize administrative support needs of the Dean's Office and activities and coordinate them with other administrative/service units
• Anticipates common needs and independently takes appropriate initiative to promote a smooth process and experiences for all Dean's Office services. Professionally interfaces on the phone, in-person, and by email
• Maintain schedule for the chief financial officer (CFO) and ensure the CFO has the proper materials and resources for each meeting
• Coordinate projects and provide administrative support for CFO
• Perform a wide variety of administrative tasks including general office/program administration, data filing and reporting
• Coordinate travel arrangements for Dean and CFO
• Manage expense reimbursement for Dean and CFO
• Provide some administrative support for the Chief of Staff
• Undertake special projects as necessary to accomplish the work of the Dean's Office and the mission of the School of Dentistry

Committee & Faculty Search Support

• Support committees to advance the school's mission and goals, including preparation, planning, minutes and special projects
• Research, track and develop agendas for standing committees supported by the dean's office
• Organize and schedule complex meetings for recruitment committees and take minutes pertaining to candidate review and selection

Compliance & Other

• Assures compliance with University policies and procedures
• Manages and tracks contract management processes
• Provides support of private practice contract management and compliance
• Provides support of the School of Dentistry's policy program
• Provide backup to the Operations and Event Manager

Required Qualifications (must be documented on application/resume):

• Bachelor's degree (or the equivalent combination of education, experience and licensure) in business, public administration, or related field AND at least two (2) years of experience or a combination of related education and work experience to equal six (6) years.
• Experience providing administrative support to executive level administrators including prioritizing executive's time and commitments with internal and external constituents, capturing precise meeting minutes, and expertly triaging competing priorities
• Proven expertise in executive-level communication, including preparing speeches, designing presentations, and proofreading/editing documents, newsletters, and other correspondence for broad dissemination
• Unwavering attention to detail
• Ability to independently anticipate needs and exercise sound judgement
• Consistent and reliable attendance

Preferred Qualifications

• Experience working in an administrative support role in a higher education environment

The University of Minnesota School of Dentistry is the state's only dental school and the only dental school in the northern tier of states between Wisconsin and the Pacific Northwest. The School of Dentistry advances…