Executive Assistant to the Dean

The School of Dentistry is seeking an Executive Assistant to the Dean!

This position serves as a critical hub to the Office of the Dean, providing executive-level support and administrative expertise to the Dean and Chief Financial Officer. In addition, they will provide committee support, policy and compliance support, administrative oversight and manage special projects. This position is responsible for carrying out all the job functions by being both strategic and detail-oriented, effectively prioritizing work, anticipating potential problems and developing creative solutions, exercising independent judgment, confidentiality and discretion and building constructive relationships with University leaders, staff and others. This position reports to the Chief of Staff.

Schedule & Work Conditions

Monday - Friday, 8:00 am - 4:30 pm

Flexibility with this schedule may be accommodated with the supervisor once the individual is established in the role. The person in this position works at a desk in the general reception area of the Dean's Office, which is adjacent to the Dean's personal office.

Job duties include:

Administrative Management and Coordination

• Use interpersonal, organizational, and problem-solving skills, multitasking in a fast-paced environment, working independently, showing initiative, and meeting deadlines
• Serves as the 'go-to' contact in many instances for faculty and other administrative staffin the school when issues arise or the Dean or a solution is needed
• Prioritize the dean's time and commitments with internal and external constituents and prioritize based on deans and strategic priorities, including complex calendar scheduling and material preparation
• Proofread and edit the dean's correspondence and edit University documents, newsletters, memorandum, etc. generated by the dean and other administrators
• Prepare presentations, proofread memos, documentation, etc.
• Determine and prioritize administrative support needs of the Dean's Office and activities and coordinate them with other administrative/service units
• Anticipates common needs and independently takes appropriate initiative to promote a smooth process and experiences for all Dean's Office services. Professionally interfaces on the phone, in-person, and by email
• Maintain schedule for the chief financial officer (CFO) and ensure the CFO has the proper materials and resources for each meeting
• Coordinate projects and provide administrative support for CFO
• Perform a wide variety of administrative tasks including general office/program administration, data filing and reporting
• Coordinate travel arrangements for Dean and CFO
• Manage expense reimbursement for Dean and CFO
• Provide some administrative support for the Chief of Staff
• Undertake special projects as necessary to accomplish the work of the Dean's Office and the mission of the School of Dentistry

Committee & Faculty Search Support

• Support committees to advance the school's mission and goals, including preparation, planning, minutes and special projects
• Research, track and develop agendas for standing committees supported by the dean's office
• Organize and schedule complex meetings for recruitment committees and take minutes pertaining to candidate review and selection

Compliance & Other

• Assures compliance with University policies and procedures
• Manages and tracks contract management processes
• Provides support of private practice contract management and compliance
• Provides support of the School of Dentistry's policy program
• Provide backup to the Operations and Event Manager

Required Qualifications (must be documented on application/resume):

• Bachelor's degree (or the equivalent combination of education, experience and licensure) in business, public administration, or related field AND at least two (2) years of experience or a combination of related education and work experience to equal six (6) years.
• Experience providing administrative support to executive level administrators including prioritizing executive's time and commitments with internal and external constituents, capturing precise meeting minutes, and expertly triaging competing priorities
• Proven expertise in executive-level communication, including preparing speeches, designing presentations, and proofreading/editing documents, newsletters, and other correspondence for broad dissemination
• Unwavering attention to detail
• Ability to independently anticipate needs and exercise sound judgement
• Consistent and reliable attendance

Preferred Qualifications

Experience working in an administrative support role in a higher education environment

The University of Minnesota School of Dentistry is the state's only dental school and the only dental school in the northern tier of states between Wisconsin and the Pacific Northwest. The School of Dentistry advances health through scientific discovery, innovative education, and the highest quality care for all communities. Our impact extends beyond dental offices to classrooms and clinics throughout the region. We educate dentists, dental specialists, dental therapists, dental hygienists, dental educators, and research scientists.

Pay Range: $70,000-$80,000; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• 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

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 attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

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.

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.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).