Executive Assistant to Dean

Position Overview

This senior‑level administrative support position is instrumental in providing seamless scheduling and coordination of the Dean’s daily activities. A high degree of confidentiality, diplomacy, and autonomy in judgment and decision‑making is required as this person interacts with a variety of individuals including senior administrators, faculty, staff, students, and external constituents.

The position has regular interaction with University senior administrators, collegiate administrators, faculty, staff, students, and external constituents. It operates with a high degree of independence in managing and resolving issues on behalf of leadership, often serving as the first point of triage for complex administrative needs.

Works in‑person from the Dean’s Office suite in Coffey Hall, reports to the Dean’s Chief of Staff, and offers a unique opportunity to work at the center of a dynamic academic leadership team supporting research, teaching, and statewide impact across Minnesota.

Position is primarily in person with occasional remote work opportunities. Monday‑Friday, 8:30 – 4:30 pm, no overtime or weekends. 6‑month limited term.

This position is not eligible for H‑1B or Green Card sponsorship, nor does it offer a STEM OPT training program.

• Full responsibility for electronic, complex scheduling of activities for the Dean; obtain and provide input to scheduling of commitments; provide all pertinent background materials for appointments and meetings in an organized manner; anticipate needs well in advance of events; confirm dates, times, set‑up arrangements, etc.; follow through on daily, monthly, and yearly commitments and events.
• Consult with the Chief of Staff to strategically position the Dean to participate in meetings, activities, and events connecting the strengths of the College to partners, resources, and research information networks.
• Determine who best of the associate deans should represent the Dean when not available; provide background information and follow‑up.
• Prioritize and route all incoming correspondence; provide background materials as appropriate; independently follow up on issues that do not require the Dean’s direct attention.
• Compose correspondence on the dean’s behalf (i.e., responses to requests, notes of appreciation, confirmations); independently research and draft responses to correspondence as appropriate.
• Make travel arrangements; prepare all pertinent background materials for each trip in an organized manner.
• Develop and prepare administrative reports, as needed; gather and interpret data; report findings.

Other Administrative Support (40%)

• Provide administrative support to the dean’s leadership team and committees including the CFANS Faculty and Consultative Committee (FCC).
• Work closely with the Dean and Chief of Staff in carrying out frequently changing additional administrative assignments and special projects.
• Serve as back‑up office lead in coordinating day‑to‑day oversight of general office operations, such as ordering office supplies, stocking the kitchen area, servicing the copier and printers, etc.
• Contribute to shared general office planning and duties with the dean’s office administrative support team.
• In partnership with the CFANS Facilities Manager, coordinate response to facility‑related requests and needs on behalf of the Dean’s Office.
• Provide back‑up support for the Assoc Dean’s calendar and travel coordination, as needed.

The employer reserves the right to change or assign other duties to this position.

Required Qualifications:

• High School Diploma/GED and at least four years of experience in responsible administrative positions or a combination of relevant administrative experience and education totaling at least five years.
• Experience in composing communications to multiple internal and external audiences.
• Experience in a position that requires maintaining a high level of confidentiality.
• Experience in a customer service role.
• Proven experience with administrative and data systems (e.g., Google Workspace, Microsoft Office, scheduling platforms, or similar tools).
• Evidence of ability to prioritize multiple tasks.
• Experie…