Office Supervisor
UMN
Minneapolis, MN
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Job Description

MINIMUM / ESSENTIAL QUALIFICATIONS:

  • BA/BS degree or a minimum of 4 years' experience in a general office setting and/or post-high school training.
  • Proficiency with Microsoft Office Suite - particularly Word, Excel and PowerPoint - and electronic calendaring software (Google).
  • Experience managing an executive's complex calendar.
  • Experience making, altering and tracking complex travel arrangements.
  • Exemplary attention to detail and consistent accuracy.
  • History of good work attendance.
  • Excellent writing skills.

PREFERRED QUALIFICATIONS / SELECTION CRITERIA:

  • A minimum of 2 years' experience planning and/or assisting with the planning and implementation of large meetings and/or special events.
  • Demonstrated ability to make progress without direction, independent thinker
  • Demonstrated ability to represent the Dean/Office of the Dean with professionalism
  • High degree of discretion and demonstrated ability to handle and maintain confidential information
  • Proven ability to prioritize, coordinate and manage multiple clerical tasks for different people with efficiency and accuracy
  • Demonstrated ability to work successfully and cooperatively in a team environment with a variety of constituents, including academic administrators, faculty, students, benefactors, alumni, corporate executives and external contacts
  • Excellent written and oral English language skills, including accuracy in spelling, grammar, punctuation, proofreading, design and presentation
  • Excellent interpersonal communication skills
  • Previous experience at the University of Minnesota in an office setting assisting and supporting executive level academic leaders; specifically within a collegiate dean's office or academic affairs unit
  • Demonstrated commitment to delivering high quality service
  • Previous experience working in public contact or customer service role
  • Dependable, with a strong work ethic
  • Proven independent skills in prioritizing work, problem-solving and organization
  • Demonstrated ability to take initiative to be responsive to new tasks and assignments
  • Experience managing expense reporting
  • Previous experience with the University's EFS system
  • Ability to work under pressure and sometimes ambiguous/fluid conditions
  • Previous supervisory experience including day-to-day supervision, training, performance reviews, disciplinary action, and management of workload.

OVERVIEW:

This position is located in the Office of the Dean at the Carlson School of Management. The employee provides support to the Dean and the Assistant to the Dean, and supervises/manages a support team of two.

JOB DESCRIPTION:

ADMINISTRATIVE SUPPORT TO THE DEAN & ASSISTANT TO THE DEAN (60%)

  • Provide clerical/general administrative support to the Dean, including managing the dean's calendar (heavy daily scheduling) and time, answering the dean's direct line, preparing correspondence, handling meeting preparations, incoming/outgoing mail and fielding requests. Dayfiles preparation (background info, bios, 3Es, briefings)
  • Plan and executive all aspects of large meetings and special events sponsored by the OOD, ensuring a quality outcome within the approved budget (Commencement, Conferences, Board of Overseers, New Employee Orientation, All School Gathering, Dean's Dinners, Winter Social, etc.), including drafting remarks and PowerPoints as needed.
  • Assist the Dean/Assistant to the Dean in fielding emerging issues and coordinate a response.
  • Web content management: Maintain the content of the Dean's webpages with accurate and timely messaging. Oversee the writing of the Dean's Blog.
  • Manage OOD electronic and hard copy files
  • Handle complex travel logistics (air, hotel, ground transportation, etc.) and assemble travel books for the dean. Follow all relevant University and Carlson School policy.
  • Process complex travel-related expense reports (foreign currency conversions, etc.).
  • Work collaboratively with other departments in the school on Dean's Briefs, presentations, speeches/remarks, award presentations, for various internal and external events.
  • Work cooperatively with other members of the Dean's administrative support team to maintain a professional environment and efficient operations in the OOD.
  • Schedule, staff, oversee and manage communication to Carlson School Executive Committee and act as back up to the Staff Consultative Committee (SCC), including taking minutes and posting to the web.
  • Manage communication to all internal University partners and external, including the Twin Cities Dean group.
  • Provide backup scheduling assistance and room reservations for outside partners on key projects for the Dean and the Office of the Dean, as needed.
  • Serve on Carlson School committees and/or projects when appropriate.
  • Support Dean's work on Boards and Committees, internal and external (TC Deans, GMAC, FRB, GTCUW, Search Committees, etc.)
  • Draft routine correspondence, as requested, and prepare Dean's correspondence for signature and distribution (type, edit, proofread, photocopy, file and mail).
  • Manage the flow of documents and contracts and status of requests to/from the Dean.
  • Process and distribute the Dean's mail.
  • Track expenditures for the Dean and the Office of the Dean including assisting with budget preparation.
  • Assist in the preparation, editing, and proofreading of reports, manuscripts, presentation materials, etc.
  • Maintain Dean's executive contacts.
  • Assist in the accreditation process every five years.

ADMINISTRATIVE SUPPORT TO FACULTY AFFAIRS (10%)

  • Process complex travel-related expense reports (foreign currency conversions, etc.)
  • Assist in planning Faculty Affairs' meetings/events/retreat
  • Provide administrative support, including managing the associate dean's calendar

ADMINISTRATIVE SUPPORT TO THE OFFICE OF THE DEAN (15%)

  • Provide back-up coverage of the OOD receptionist desk as directed, including coverage over the lunch hour, breaks, vacations, sick days and as needed.
  • Serve as the backup preparer of EFS requisitions for transactions from the OOD.
  • Maintain a comprehensive filing system for the OOD.
  • Assist in preparation of the budget for the Office of the Dean.
  • Other duties as assigned.

SUPERVISION OF OOD STAFF/STUDENTS (15%)

  • Supervise two full-time Office of the Dean employees, including training, employee reviews and overseeing staffing during vacations, sickness, etc.
  • Schedule and supervise one to two student workers.

**The employer reserves the right to change or assign other duties to this position**

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-UOHR (8647).

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.

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.

Job Type Full-time