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Administrative Associate & Supervisor, Extension Dean's Office

Company: University of Minnesota
Location: Saint Paul
Posted on: January 23, 2023

Job Description:

Apply for JobJob ID353631
LocationTwin Cities
Job FamilyAdministration-General
Full/Part TimeFull-Time
Job Code7208A2
Employee ClassCivil Service
Add to Favorite JobsEmail this JobAbout the Job

Working Title: Administrative Associate & Supervisor, Dean's OfficeAppointment: Admin Associate 2 Supervisor (7208A2), Full time, University Benefits: Full benefits, Salary: Estimated salary range $63,000 - $70,000, depending on qualificationsOffice Location: Dean's office in Coffey Hall, St Paul campusOffice Hours: Flexible within typical business days, and potential for some hybridApply By: February 1, 2023 ABOUT THE POSITIONExtension is looking for a professional who can serve as a critical administrative hub to the Dean's Office by establishing, implementing and overseeing systems, events, and processes. This position is responsible for carrying out administrative and operational job functions by being both strategic and detail-oriented; effectively prioritizing work; anticipating potential problems and developing creative solutions; exercising independent judgment with discretion; and building constructive relationships with Extension leaders, staff and others. This position reports to the Associate Dean for Research and Engagement.RESPONSIBILITIESAdministrative Management and Coordination (70%)

Develop and implement effective administrative and operational systems Provide project leadership on multiple projects from concept to outcome evaluation (academic promotions; annual events; audits; processes and meetings; searches; workshops; etc...) Ensure compliance with systems, operations, policies, and procedures Analyze, measure, and report on gaps and successes Explore, recommend, and implement effective and efficient operational strategies Work closely with appropriate offices and leaders in developing and disseminating communications (emails, intranets, websites, publications) Prepare and finalize presentations, reports, correspondence Determine and prioritize administrative support needs for the Dean's office Coordinate domestic and international travel and accommodations, develop itineraries, and handle expense reimbursements Develop and distribute various meeting materials/agendas, and track follow through of action items Serve as a liaison between various Extension and University offices Handle events involving people throughout the state of Minnesota (schedules, space, catering, budgeting, speakers, technology, etc....)Office Management and Supervision (25%)
Manage the inner workings of the Dean's office Supervise up to three administrative staff and student workers Assign and evaluate work Coordinate the onboarding process and resources related to employment transitions Work closely with appropriate offices regarding space, technology, equipment needsOperations (5%)
Provide backup to areas of the Dean's office as needed (mail, phones, reception, etc..)

Required Qualifications
BA/BS with at least 2 years of relevant experience or a combination of related education and work experience to equal six years. Experience in the full scope of project management Supervisory experience Experience managing complex projects simultaneously, with competing deadlines Demonstrated ability to work effectively with individuals, organizations, and/or communities representing new, diverse, or underserved audiences. Demonstrated skills in planning, organizing, problem solving, and successfully completing multiple tasks under pressure of deadline. Must be able to work regularly in office with some overtime required Experience handling complex events from beginning to endAdditional Requirements
Must have reliable internet when working remotely as needed or arranged Must be able to push, pull, lift, carry 20 pounds Must be able to work regularly in a stationary position and on a computer Must be able to submit proof of being fully vaccinated against COVID-19 or submit a completed religious/medical exemption and agree to comply with the University's testing requirementPreferred Qualifications
Experience in an institution of higher education or a governmental agency Demonstrated data and budget management skills Experience developing and updating websites Advanced skills in the Microsoft and Google Suite applications Experience with project management, survey, and evaluation tools Experience supporting more than one leader at a time while prioritizing work and delegating tasks Proven skills in working within all levels of an organization Excellent verbal and written communication skills More than two years' experience supervising non-student staff Demonstrated success in leading, facilitating, and problem solving without authority Experience handling confidential and sensitive information
About the Department

ABOUT EXTENSIONUniversity of Minnesota Extension is a major outreach arm of the University of Minnesota with a mission to serve the public through applied research and education. Our mission is to make a difference by connecting community needs and University resources to address critical issues in Minnesota. Extension strives to attract and retain high-quality, passionate employees, and weave diversity, equity and inclusion into all aspects of Extension's programming and employee engagement
How To Apply

Applications must be submitted online. To be considered for this position, please click on the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position. Please include the following attachments with your online application: Cover letter - Please include qualifications for the position based upon the job requirements and position responsibilities. Resume - Your resume must include your education and experience as it relates to the required qualifications. The initial HR screening process focuses primarily on the resume.Three professional references will be requested for those invited to interview.Additional documents may be attached after the application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. See full instructions, . To request an accommodation during the application process, please email or call (612) 624-UOHR (8647).For questions about this position, contact:
Lynne Borden, Extension Dean's Office/Search Chair, For questions about applying online, contact:
Lisa Brownstein, Extension Human Resources,

The University of Minnesota and Extension recognize and value 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: .
Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.Please note: All employees at the University of Minnesota are required to comply with the University's Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit: .
About the U of M

The University of Minnesota, Twin Cities (UMTC)The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

Keywords: University of Minnesota, St. Paul , Administrative Associate & Supervisor, Extension Dean's Office, Administration, Clerical , Saint Paul, Minnesota

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