Position Overview: This position is tied to the administrative activities and responsibilities of the Associate Dean for Research and Graduate Programs, and the Chief Financial Officer for CFANS, and is instrumental in assuring seamless functioning of strategic scheduling, communications and coordination of collegiate initiatives. This position will have regular interaction with University senior administrators, collegiate administrators, faculty, staff, students and external constituents, requiring a high degree of diplomacy and autonomy in judgment and decision-making ability.
Major Areas of Responsibility:
Administrative support to the Associate Dean for Research & Graduate Programs: 50% ? Full responsibility for complex scheduling of activities; provide strategic input to the 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 ? Set up virtual meetings using various audio-visual communications tools including Google Hangout, WebEx and Skype; communicate instructions to meeting participants and trouble-shoot technical issues ? Make travel arrangements; prepare all pertinent background materials for each trip in organized manner; prepare travel reimbursement documentation ? Initiate and compose correspondence on associate dean’s behalf (i.e. responses to requests, notes of appreciation, confirmations); independently research and draft responses to correspondence, as appropriate; open and prioritize mail ? Provide logistical and administrative support for a variety of unit special events including advanced planning and day-of direct service support ? Develop computer-assisted processes and procedures ? Organize and maintain filing system; responsible for evaluating and modifying filing systems for continuous improvement ? Record minutes of meetings ? Purchasing in support of miscellaneous meeting, travel and events; processing of purchase documentation ? Carry out frequently changing additional administrative assignments, special projects and duties ? Occasional administrative and special event support for unit managers including CFANS Grants Manager and CFANS Graduate Programs Manager ? Provide back-up support for dean’s office including answering incoming phone calls and greeting/escorting visitors ? Order office supplies and printed materials as needed
Administrative support to the Chief Financial Officer: 50% ? Manage electronic calendar; prioritize and schedule meetings and handle logistical arrangements; prepare daily calendar files ? Make travel arrangements; prepare all pertinent background materials for each trip in organized manner; prepare travel reimbursement documentation ? Open and prioritize mail ? Organize and maintain filing system; responsible for evaluating and modifying filing systems for continuous improvement ? Assist in creation and editing of presentation materials ? Management of documents from multiple content providers; editing and formatting for readability and clarity ? Maintain finance-related listserv membership lists ? Monitor finance departmental email account; facilitate routing and approval of documents ? Manage special projects that may involve information gathering, data entry and creating spreadsheets ? Support finance staff with event planning and other admin support as needed
• High School diploma/GED and four (4) years of related office and administrative experience. Education/training may be substituted for up to two (2) years of experience.
• Proficiency in Microsoft Word, PowerPoint and Excel, including spreadsheet development
• Experience in electronic calendar management
• Familiarity with the University of Minnesota or other comparable institution
• Understanding of and commitment to the mission of a land-grant university
• Evidence of working in a confidential environment
• Evidence of strong organizational skills and excellent verbal and written communication skills
• Commitment to diversity and inclusion
• Some understanding of agricultural, food and environmental issues
• Evidence of ability to work in a fast-paced environment and prioritize multiple tasks
• Technical experience with Google Hangout, WebEx and Qualtrics survey software
• Experience in event planning for small and large groups
• Evidence of self-initiative
• Ability to work independently and as a collaborative team member
* Position is represented by a bargaining unit: AFSCME Clerical. Dues or Fair Share deductions will be made.
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.