Administrative Associate 1

Details

Posted: 08-Mar-24

Location: Minneapolis, Minnesota

Salary: 42,598.40 - 75,774.40

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 360072

College of Science and Engineering â“ Deanâ™s Office
 

Work Hours: 
Full-time position; 8:00 a.m. â“ 4:30 p.m. Monday through Friday, with the possibility for a one-day-a-week remote work schedule after probationary period.

About the Job:
The Administrative Associate plays a vital role within the College of Science and Engineering (CSE), providing comprehensive support to multiple units within the Deanâ™s Office. This position provides executive administrative support to the Deanâ™s Office, with the primary responsibility of providing support to the Associate Dean for Research, Associate Dean for Academic Affairs, Associate Dean for Graduate Programs, and CSE Faculty Deanâ™s Fellows. Responsibilities include but are not limited to performing daily administrative work processes. Candidates should possess an elevated level of verbal and written communication skills with the ability to proof, create, and update documents using Microsoft Office Suite, Google Calendar, and Good Drive. The position interacts, works, and communicates with all CSE staff and UMN employees, therefore should be outgoing and able to provide, interpret, and complete administrative direction. The Administrative Associate is responsible for supervising student workers and managing the front desk of the CSE Deanâ™s Office. 
 

Responsibilities:
Executive Office Support (60%)

• Provide comprehensive administrative support for the Associate Dean for Research, Associate Dean for Academic Affairs, and CSE Faculty Deanâ™s Fellows.
• Independently support college leaders on a broad range of administrative activities, including confidential matters and handling private and sensitive information.
• Approve research proposal routing forms for the entire college on behalf of the Associate Dean for Research, escalating issues when appropriate.
• Establish processes to coordinate and prioritize work across a variety of demands that are diverse in nature and often conflicting.
• Hire, supervise, and manage student workers that support the Deanâ™s Office.
• Calendaring and meeting logistics: Demonstrate expertise in coordinating high-level executive calendars and complex meeting schedules including responding to multiple availability requests, prioritizing requests, assessing travel time between meetings, monitoring calendar for conflicting meetings, and actively scheduling meetings with staff and collaborators, and anticipating needs.
• Assist with coordinating a program of Deanâ™s Office laboratory tours.
• Manage financial transactions including purchasing office supplies, processing purchasing card expenses, and creating requisitions
• Develops and maintains relationships with internal and external constituents.
• Assist the Associate Deanâ™s with coordinating regular research opportunity communications with departments and researchers.
• Fulfill special project requests as needed to support essential functions and operations of the Deanâ™s Office.
• Act as liaison for faculty with other departments and collaborators including partners from outside the University and external stakeholders.
• Develop and oversee administrative workflow; triage issues by analyzing, prioritizing, escalating, and resolving appropriately.
• Other duties as assigned.

Support to Executive Assistant to the Dean (25%)

• Assist the Executive Assistant to the Dean as needed to help support the CSE Dean.
• In the absence of the Executive Assistant to the Dean, independently provide direct support to the Dean on a broad range of matters, including handling confidential, private, and sensitive information.
• Event support: Assist with all event planning for the CSE Deanâ™s Office. Handle logistics such as reserving rooms, catering, set-up, and breakdown for CSE-related events such as award ceremonies, monthly meetings, and specialty events that occur each semester. Occasionally required to work after normal business hours to support events, with advanced notice provided.
• Serve as the backup Department Facilities Representative for the Deanâ™s Office.
• Provide additional administrative support for the Deanâ™s Office including running errands on campus, scanning, faxing, or copying documents.
• Help maintain faculty tenure and promotion dossiers and performance review forms for Assistant and Associate Professors and function as a liaison for faculty to coordinate with the Associate Dean for Academic Affairs.
• Provide backup support to submit FM requests.
• Responsible for identifying problems and making sound decisions with limited supervision.
• Provide support for the Deanâ™s Office facilities in Walter Library, Lind Hall, and Keller Hall space by providing event and meeting support to CSE departments.
• Other duties as assigned.

General Administrative Support (15%)

• Contribute to projects in various areas.
• Coordinate payments with relevant parties.
• Address inquiries and resolve issues in a timely manner.
• Maintain confidential records, office files, and documents.
• Assist with analyzing data and management of databases.
• Other duties are assigned based on the changing needs of the Deanâ™s Office.

Required Qualifications:

• Bachelorâ™s degree or a combination of related education and work experience to equal four years
• Excellent interpersonal and communication skills with an ability to work collaboratively with diverse audiences
• Proficient with Microsoft and Google suites, with the ability to learn new systems as needed

Preferred Qualifications:

• Administrative experience in a higher education institution
• Experience with University of Minnesota systems, such as Perceptive Content, DMS, and Chrome River
• Ability to work both independently and as part of a team-based office including faculty, external collaborators, staff, and community members
• Advanced knowledge of Google Calendar, Google Drive, and Google Sheets
• Highly organized with attention to detail in a fast-paced, multitasking environment
• Self-motivated, self-guided, goal-oriented, and mindful of deadlines
• Proven experience handling a wide range of administrative-related tasks with dedication to professionalism and confidentiality

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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.
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