Job Listing
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| Job ID: 13984733 |
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| Job Location: |
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| How to Apply: | To see employer contact information, log in or register. |
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| Job Title: | Executive Assistant |
| Work Type: | Work Days: Work Vary: Yes , Shift: Other, Hours Per Week: 40, Work Type: Regular |
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| Salary Offered: | Unspecified |
| Benefits: | Unspecified. |
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| Physical Required: | Unspecified |
| Drug Testing Required: | Unspecified |
| Education Required: | Bachelor's Degree |
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| Experience Required: | Unspecified |
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| Required Skills: | Please see the job description for information about required job skills. |
| Preferred Skills: |
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| Job Description: |
Job ID360136
LocationTwin Cities
Job FamilyAdministration-General
Full/Part TimeFull-Time
Regular/TemporaryRegular
Job Code8208A2
Employee ClassCivil Service
About the Job
The Office of the Executive Vice President and Provost (Provost) seeks a high-performing administrative professional for the position of Executive Assistant to the Provost.
Executive Assistant provides executive-level administrative support to the Provost, working to keep the Provost informed of and prepared for upcoming commitments and responsibilities, and keeping office and other leadership updated as appropriate. The Executive Assistant handles a varied portfolio of assignments and exercises independent judgment in prioritizing work, problem solving, and building constructive relationships with staff and others on behalf of the Provost.
This is a full-time (100% time), continuing Civil Service position (classification 8208A2, Administrative Associate 2).
JOB DUTIES:
Direct Support to the Provost (50%):
Ensure the smooth operation of the Provost's office by gathering data, researching best practices in office management and in other departments and recommend solutions
Manage the calendar of the Provost to ensure that her time is being used strategically and in alignment with her priorities to include:
Making key decisions on the schedule
Developing and establishing the Provost's yearly calendar comprising recurring University meetings and events. Establish relationships with University leaders, external leaders, and their administrative staff in order to implement and coordinate the Provost's scheduling priorities
Conducting research and gathering data as needed regarding various faculty leaders and stakeholders with whom the Provost will be meeting, providing relevant background and analysis including preparing meeting materials
Arranging travel and travel related needs (conferences, association and society meetings, presentations, lodging, etc.)
Reviewing requests for meetings with the Provost and determining the appropriateness of each request
Triage a large volume of complicated and/or sensitive inquiries, following up in a timely and appropriate manner on issues needing attention to ensure a high level of service for the office or, when appropriate, making referrals to other offices and staff
Work closely with Provost's staff to coordinate speaker requests and remarks, respond on the Provost's behalf to speaking invitations, keep track of Provost's speaking commitments, collect related background information for Provost, and coordinate with event planners as needed
Communications and Coordination (40%):
Serve as day-to-day communications liaison for the Provost, including conveying messages, requests, and information to the Provost and her Chief of Staff as needed on behalf of callers and staff members and following up on matters needing attention
Track and coordinate correspondence and deadlines requiring attention of or response from the Provost
Review incoming mail, sharing with other staff or redirecting to other senior leaders or offices as appropriate
Draft e-mails, correspondence, announcements, reports and other communications for and on behalf of the Provost, including congratulatory notes and recognitions
Collect and compile information and provide other assistance to the Provost and her Chief of Staff as necessary (e.g., committee nominations, candidate evaluations, information items report for the Board of Regents Mission Fulfillment Committee)
Coordinate calendars and affiliated communications related to annual and comprehensive reviews, budget and compact overviews, commencements, and other academic processes
Office Operations (10%):
Maintain overview of office work flow, progress on key issues and activities, and support staff assignments to assist in updating the Provost
Serve as resource for other administrative staff in Provost's Office
Oversee office files, maintaining paper and electronic files as appropriate
Edit written materials for Provost or senior staff as requested
Partner with senior staff on projects needing administrative support (e.g., events, committee and project support).
WORK MODE: Hybrid
Qualifications
REQUIRED QUALIFICATIONS:
Bachelor's degree and at least 2 years of experience or a combination of related education and administrative experience successfully managing multiple priorities in a professional environment totaling a minimum of 6 years
Demonstrated record of creating exceptional work products with a superior level of timeliness
Experience drafting and preparing letters, memos, spreadsheets and other office documents
Experience and high level of skill managing schedules using electronic calendaring software
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Demonstrated excellent oral, written, and interpersonal communication skills
Demonstrated organizational skills, accuracy, and attention to detail
A highly effective team player, with the ability to also be independently effective
Proven ability to handle matters expeditiously, proactively, and follow through on projects to successful completion
PREFERRED QUALIFICATIONS:
Previous administrative experience at the University of Minnesota or a similar large, decentralized organization assisting and supporting senior leaders
Demonstrated knowledge of the University of Minnesota and its academic and administrative units
Experience working effectively with academic leaders
Experience in writing and editing for content, style, tone, grammar, and copy standards
THE IDEAL CANDIDATE WILL:
Prioritize competing responsibilities; be reliable, results-driven and proactive
Be discreet with sensitive information and maintain confidentiality
Fully engage in his/her work and demand personal excellence in every task and project
Be positive and approachable, with strong interpersonal skills, emotional maturity, and a proven ability to be diplomatic but clear
Exhibit resilience and self-confidence in the face of ambiguity or change
Be intellectually curious, self-aware, and open-minded
Share knowledge willingly and actively contribute toward a high-functioning team
Be comfortable working with distractions and interruptions
Be a forward thinker, who actively seeks opportunities and proposes solutions while demonstrating an ability to problem-solve and see issues from a variety of perspectives
Have demonstrated ability to learn from recurring events and activities and continually improve processes
About the Department
Executive Vice President and Provost has system-wide oversight responsibility for promotion and tenure, for policies and practices spanning all operational areas that affect the academic life of the university and faculty development, and for the development, revision, and approval of academic programs.
How To Apply
Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and MUST attach the following:
a cover letter
resume
list of three professional references... For full info follow application link.
The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.
Refer to ID 78674603 when applying |
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