This position has critical administrative responsibilities in a fast-paced and complex operational environment. A significant component of the position’s workload is related to new initiatives, strategies and projects under development, response to urgent situations, and development of material for the COO to use in written, oral, or presentation-style communication. The position requires independent judgment capability with a versatile and adaptable skill set and the ability to shift easily to new project assignments, learn new skills, build new relationships, and navigate complex projects.
This position is instrumental in assuring seamless functioning of strategic scheduling and coordination of collegiate initiatives through the COO office. This position will have regular interaction with University senior administrators, collegiate administrators, faculty, staff, and external constituents, requiring a high degree of diplomacy in judgment and decision-making ability. This position will triage internal and external requests and inquiries coming into CFANS.
It is expected that the position has the competence to communicate effectively, succinctly, and persuasively in writing, orally and interpersonally. Experience in strategic and analytic thinking and the ability to effectively manage through ambiguous assignments are critical.
This position coordinates multiple projects and must meet challenging deadlines. This position supports and assists in implementing the strategic goals and objectives of CFANS operational departments. This position will assist in managing complex projects across CFANS units, on and off campus, and across the institution.
Strategic Operations – 70% • Assist in the development and oversight of strategic and operation metrics to strengthen accountability and support strategic plans • Coordinate organizational initiatives, strategies, projects and project budgets • Staff and contribute to the development of annual work plans for the COO’s senior team • Track accountability and progress toward the strategic plans and work plans • Conduct research/analysis, recommend action, and provide advice to the COO on complicated, sensitive, and confidential situations • Assist with development and coordination of CFANS organizational activities, including the creation of opportunities to strengthen coordination among CFANS operational departments • Conduct analysis and identify areas for CFANS-wide administrative process improvement and facilitate implementation. • Participate in selection, development, and implementation of process improvement initiatives • Contribute to and support COO decisions by serving on College-wide project teams • Lead project work teams as assigned by the COO
Operational Administrative Support – 30% • Set and manage agendas and provide follow-up to attendees for CFANS Deans Council, College Executive Council, and Operations meetings. • Ensure minutes are taken and distributed from meetings • Track accountability for action items from meetings • Participate in meetings with senior staff and University constituents. • Full responsibility for complex scheduling of activities; provide strategic input to the scheduling of commitments; provide COO with all pertinent background materials for appointments and meetings in an organized manner • Point of contact for general CFANS internal and external inquiries and facilitating those inquiries to the appropriate department, tracking follow-up and resolution • Provide logistical and administrative support for a variety committees • Organize and maintain filing system; responsible for evaluating and modifying filing systems for continuous improvement • Maintain various CFANS listserv membership lists
• Bachelor’s degree or a combination of education and experience totaling 4 years, to include positions with a strong strategic and operational component
• Experience in making oral presentations
• Experience in handling sensitive organizational issues with tact, diplomacy, and confidentiality.
• Experience in positions working independently, as well as a collaborative team member
• Experience in successfully managing multiple projects simultaneously
• High level degree of expertise with Microsoft Office Suite, including: Word, Excel, Visio and PowerPoint, and other computer skills
• High level degree of expertise with all aspects of Google Drive, Groups, Docs and Sheets
• Familiarity with the University of Minnesota or other comparable institution
• Knowledge of public finance and budgeting, human resources, and capital planning, IT.
• Knowledge of strategic management concepts, business practices and principles.
• Ability to demonstrate strong interpersonal skills to interact collaboratively and productively with diverse constituencies representing the University in a professional manner
• Strong leadership and interpersonal skills with a demonstrated record of establishing effective working relationships with diverse populations and functions, both internal and external to the University.
• Experience in analyzing complex situations and issues clearly, creatively, and critically and produce clear and effective communications initiatives and materials.
• Demonstrated ability to communicate information clearly and concisely in writing
• Ability to demonstrate strong conceptual, analytical, and problem solving skills
• Excellent organizational and managerial abilities.
• Experience facilitating initiatives of teams
• Knowledge of system processes, business analysis protocols and procedures.
• Experience with operational and project budgets
• Communications and Teamwork: Demonstrates the ability to express thoughts clearly and concisely; shows good active listening skills; and able to tailor messages appropriately to audience. Builds working relationships to resolve problems and achieve common goals. Offers assistance, support, and feedback to others. Ability to communicate effectively, succinctly, and persuasively in writing, orally and interpersonally.
• Diversity: Is respectful and effectively works with individuals from culturally diverse populations. Demonstrates a commitment to and understanding of diversity and inclusiveness. Demonstrates sensitivity and awareness of challenges and institutional barriers for people from under-represented populations, sexual orientation, gender identity and expression.
• Motivation: Shows initiative, anticipates needs, and takes actions. Ability to be self-directed, take appropriate action and be efficient and resourceful in fulfilling responsibilities.
• Accountability/Reliability: Takes ownership for own work. Accepts responsibility for mistakes and learns from them. Follows through on commitments, is dependable and trusted to work independently.
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.