Dean's Office Administrative Associate

University of Minnesota•Minneapolis, MN

43d•$67,000 - $74,000•Onsite

About The Position

The individual in the Dean's Office Administrative Associate position manages key aspects of the College of Pharmacy Dean's portfolio including schedule, travel, and relationships - all of which require professional judgement and confidentiality. In addition, the individual oversees business affairs of the Dean's Office (including systems and process design), leads select college activities (including Dean's events and college policy approvals), and executes office financial activities. The position exists to position the Dean for success, and in turn, support college excellence.

Requirements

BA/BS with at least 2 years of experience or a combination of related education and administrative work experience to equal six years; position involves comparing, verifying and reconciling data to help achieve overall objectives.
Experience working with financial documents such as purchase orders and reimbursements
Proficiency in Google applications (calendar, email, drive) and Microsoft Office Suite (Word, Excel, and PowerPoint)
Experience managing complex calendars and arranging meetings (e.g., ad hoc, daily and recurring weekly/monthly meetings).
Experience proofing business documents and communications such as presentations, manuscripts, letters of recommendation.
Demonstrated ability to multitask, prioritize, and work independently and as a team member in a fast-paced, deadline-driven environment
Strong verbal and written communication skills to include experience and skill with drafting and editing correspondence - spelling, grammar, clarity, punctuation, etc.
Demonstrated ability to work in complex environments, to provide high quality customer service in an accountable manner.

Nice To Haves

Bachelor's degree plus at least four years of administrative experience.
Experience working with the University of Minnesota's purchasing and other financial systems.
Experience in higher education, research, or healthcare settings.

Responsibilities

Manage Dean's scheduling and related liaison work with senior-level offices in and outside the University.
Facilitate all aspects of Dean travel arrangements.
Facilitate the reimbursement of Dean expenses related to travel or other business where payment is originally secured via personal means.
Manage the system of requests for Dean approvals and securing of signatures.
Support professional, and often confidential, communications of the Dean, the Chief of Operations Officer, and other senior leaders.
Liaison with and represent the Dean and office when interfacing with executive-level offices within the University, departments and units within the college, and healthcare organizations within and beyond Minnesota.
Interact with constituents as a representative of the Dean or college.
Manage Dean's Office event planning.
Manage the College policy library.
Plan and implement the processes for regular committee work.
Assess, adjust or develop, and oversee myriad college-wide systems.
Execute projects on behalf of the Chief of Operations or Dean.
Under the direction of the Director of Alumni and Development, design and execute alumni and donor stewardship programs including coordination and execution of alumni/donor routine communication (thank you, birthday cards, sympathy notes, etc.) and maintaining appropriate records of alumni connections in the DMS database.
Serve as the primary authorized purchaser, producer or facilitator of purchase orders and billing payments, contracts, PCard reconciliation, and vouchers for the Dean's Office.
Serve as the Dean's Office's liaison to the College's Financial Services Office for financial transactional matters.
Identify vendors and negotiate business services for various office activities.
Summarize budgetary accounts and reports for the Dean's office.
Manage the Dean's office and ensure it operates with the highest level of efficiency and customer service.
Manage office assets.
Manage five floor spaces.
Supervise office work study students and oversee the use of their effort to maximize office operations.
Receive guests to the Dean's Office.
Commitment to professional development of self and other members of the College community including serving as a trainer for internal employee development programs.

Benefits

Competitive wages, paid holidays, and generous time off
Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
Low-cost medical, dental, and pharmacy plans
Healthcare and dependent care flexible spending accounts
University HSA contributions
Disability and employer-paid life insurance
Employee wellbeing program
Excellent retirement plans with employer contribution
Public Service Loan Forgiveness (PSLF) opportunity
Financial counseling services
Employee Assistance Program with eight sessions of counseling at no cost
Employee Transit Pass with free or reduced rates in the Twin Cities metro area