University of Minnesota
Executive Assistant to the Dean, School of Dentistry
University of Minnesota, Saint Paul, Minnesota, United States, 55130
Apply for Job Job ID 365124Location Twin CitiesJob Family Administration-GeneralFull/Part Time Full-TimeRegular/Temporary RegularJob Code 8208A2Employee Class Civil ServiceAdd to Favorite Jobs Email this JobAbout the Job
The Administrative Associate is a working professional with the working title of executive assistant to the dean. This position serves as a critical hub to the office, providing executive-level support and administrative expertise to the Dean and Chief Financial Officer. In addition, they will assist the Chief of Staff in overseeing committee support and policy and compliance management. 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.The anticipated salary range for this position is $60,000-$75,000.This position will be based entirely on-site for the first 6-9 months, with the possibility of transitioning to a hybrid model with up to one remote day per week afterDuties and responsibilities include:Administrative Management and Coordination (65%)Use interpersonal, organizational, and problem solving skills, multitasking in a fast-paced environment, working independently, showing initiative, and meeting deadlinesServes as the 'go-to' contact in many instances for faculty and other administrative staff in the school when issues arise or the Dean or a solution is neededMaintain a complex schedule for dean and ensures proper materials and resources for each meeting is obtainedPrioritize the dean's time and commitments with internal and external constituents and prioritize based on deans and strategic prioritiesProofread and edit the dean's correspondence and edit University documents, newsletters, memorandum, etc. generated by the dean and other administratorsPrepare presentations, proofreads memos, documentation, etc.Determine and prioritize administrative support needs of the Dean's Office and activities and coordinate them with other administrative/service unitsAnticipates common needs and takes appropriate initiative to promote a smooth process and experience for internal and external visitors to the Dean's OfficeProfessionally interfaces on the phone, in-person, and by emailMaintain schedule for the chief financial officer (CFO) and ensure the CFO has the proper materials and resources for each meetingCoordinate projects and provide administrative support for CFO, as neededPerform a wide variety of administrative tasks including general office/program administration, data filing and reportingCoordinate travel arrangements for Dean and CFOManage expense reimbursement for Dean and CFOProvide some administrative support for the Chief of StaffUndertake special projects as necessary to accomplish the work of the Dean's Office and the mission of the School of DentistryCommittee & Faculty Search Support (20%)Support committees to advance the school's mission and goals, including preparation, planning, and minutesResearch, track and develop agendas for standing committees supported by the dean's officeOrganize complex meetings for recruitment committees and take minutes pertaining to candidate review and selectionSchedule complex and individual interviews conducted virtually or in-person between faculty, staff and candidates in the school and university as neededCompliance & Other
(15%)Assures compliance with University policies and proceduresManages and tracks contract management processesProvides support of private practice contract management and complianceProvide backup to the Operations and Event Manager
Qualifications
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 two (2) years of professional experience performing administrative, budgetary, operational or similar analysis and/or programs to total six (6) yearsExperience providing administrative support to executive level administrators: Prioritizing executive's time and commitments with internal and external constituents, researching and preparing support documentsExperience in management of complex calendars.Excellent interpersonal (oral and written) communication skills with the ability to work collaboratively with diverse audiences.PREFERRED QUALIFICATIONS:Administrative experience in higher education or an academic medical center.Previous experience supporting executive-level leaders.
About the Department
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. We are a regional resource to five states for dental education, consulting services, patient treatment, and ongoing continuing dental education.We educate dentists, dental specialists, dental therapists, dental hygienists, dental educators and research-scientists . We offer advanced degree programs in seven ADA-recognized specialties: endodontics, oral and maxillofacial surgery, orthodontics, pediatric dentistry, periodontics, prosthodontics and TMD and orofacial pain. We educate scholars in oral biology, dental hygiene and oral health for older adults. Dentists from other countries who wish to practice in the United States matriculate through our Program for Advanced Standing Students. Learners have the option to pursue a Masters in Public Health or a PhD alongside their DDS degree.We are the only dental hygiene program in the state associated with a dental school . Offering programs at the baccalaureate and master of science level, our integrated program prepares oral health professionals to collaborate from their first day in the profession.We became the first dental school in the nation to educate dental therapists in 2009 . Dental therapists perform basic preventative services, drill and restore teeth for children and adults and remove primary teeth under the supervision of a licensed dentist. As of 2023, we have graduated 91 dental therapists from the program.Our work affects virtually every person in Minnesota . We educate approximately 73% of the state's practicing dentists, 68% of licensed dental therapists, and 49% of dental hygiene educators. Our researchers develop and test restorative materials used by dentists around the world. We provide critical oral health care with more than 100,000 patient visits in our campus clinics and more than 16,000 patient visits at outreach sites in underserved communities throughout the state. We provide continuing dental education for 7,1000 practicing dental professionals each year.The School of Dentistry is dedicated to creating a diverse, equitable, and inclusive workplace.
Diverse teams, perspectives, and backgrounds create a strong and creative team that best serves the University's many communities, on campus and beyond. The University is an Equal Opportunity Employer. Black, Indigenous, people of color, LGBTQIA+, women, veterans, and members of historically underrepresented communities are highly encouraged to apply.For more information, please visit our website, dentistry.umn.edu.Benefits
Working at the University
At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.
The University also offers a comprehensive benefits package that includes:Competitive wages, paid holidays, and generous time offContinuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit ProgramLow-cost medical, dental, and pharmacy plansHealthcare and dependent care flexible spending accountsUniversity HSA contributionsDisability and employer-paid life insuranceEmployee wellbeing programExcellent retirement plans with employer contributionPublic Service Loan Forgiveness (PSLF) opportunityFinancial counseling servicesEmployee Assistance Program with eight sessions of counseling at no costEmployee Transit Pass with free or reduced rates in the Twin Cities metro areaPlease visit the Office of Human Resources website for more information regarding benefits.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 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.Diversity
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.eduEmployment 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.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.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).
The Administrative Associate is a working professional with the working title of executive assistant to the dean. This position serves as a critical hub to the office, providing executive-level support and administrative expertise to the Dean and Chief Financial Officer. In addition, they will assist the Chief of Staff in overseeing committee support and policy and compliance management. 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.The anticipated salary range for this position is $60,000-$75,000.This position will be based entirely on-site for the first 6-9 months, with the possibility of transitioning to a hybrid model with up to one remote day per week afterDuties and responsibilities include:Administrative Management and Coordination (65%)Use interpersonal, organizational, and problem solving skills, multitasking in a fast-paced environment, working independently, showing initiative, and meeting deadlinesServes as the 'go-to' contact in many instances for faculty and other administrative staff in the school when issues arise or the Dean or a solution is neededMaintain a complex schedule for dean and ensures proper materials and resources for each meeting is obtainedPrioritize the dean's time and commitments with internal and external constituents and prioritize based on deans and strategic prioritiesProofread and edit the dean's correspondence and edit University documents, newsletters, memorandum, etc. generated by the dean and other administratorsPrepare presentations, proofreads memos, documentation, etc.Determine and prioritize administrative support needs of the Dean's Office and activities and coordinate them with other administrative/service unitsAnticipates common needs and takes appropriate initiative to promote a smooth process and experience for internal and external visitors to the Dean's OfficeProfessionally interfaces on the phone, in-person, and by emailMaintain schedule for the chief financial officer (CFO) and ensure the CFO has the proper materials and resources for each meetingCoordinate projects and provide administrative support for CFO, as neededPerform a wide variety of administrative tasks including general office/program administration, data filing and reportingCoordinate travel arrangements for Dean and CFOManage expense reimbursement for Dean and CFOProvide some administrative support for the Chief of StaffUndertake special projects as necessary to accomplish the work of the Dean's Office and the mission of the School of DentistryCommittee & Faculty Search Support (20%)Support committees to advance the school's mission and goals, including preparation, planning, and minutesResearch, track and develop agendas for standing committees supported by the dean's officeOrganize complex meetings for recruitment committees and take minutes pertaining to candidate review and selectionSchedule complex and individual interviews conducted virtually or in-person between faculty, staff and candidates in the school and university as neededCompliance & Other
(15%)Assures compliance with University policies and proceduresManages and tracks contract management processesProvides support of private practice contract management and complianceProvide backup to the Operations and Event Manager
Qualifications
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 two (2) years of professional experience performing administrative, budgetary, operational or similar analysis and/or programs to total six (6) yearsExperience providing administrative support to executive level administrators: Prioritizing executive's time and commitments with internal and external constituents, researching and preparing support documentsExperience in management of complex calendars.Excellent interpersonal (oral and written) communication skills with the ability to work collaboratively with diverse audiences.PREFERRED QUALIFICATIONS:Administrative experience in higher education or an academic medical center.Previous experience supporting executive-level leaders.
About the Department
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. We are a regional resource to five states for dental education, consulting services, patient treatment, and ongoing continuing dental education.We educate dentists, dental specialists, dental therapists, dental hygienists, dental educators and research-scientists . We offer advanced degree programs in seven ADA-recognized specialties: endodontics, oral and maxillofacial surgery, orthodontics, pediatric dentistry, periodontics, prosthodontics and TMD and orofacial pain. We educate scholars in oral biology, dental hygiene and oral health for older adults. Dentists from other countries who wish to practice in the United States matriculate through our Program for Advanced Standing Students. Learners have the option to pursue a Masters in Public Health or a PhD alongside their DDS degree.We are the only dental hygiene program in the state associated with a dental school . Offering programs at the baccalaureate and master of science level, our integrated program prepares oral health professionals to collaborate from their first day in the profession.We became the first dental school in the nation to educate dental therapists in 2009 . Dental therapists perform basic preventative services, drill and restore teeth for children and adults and remove primary teeth under the supervision of a licensed dentist. As of 2023, we have graduated 91 dental therapists from the program.Our work affects virtually every person in Minnesota . We educate approximately 73% of the state's practicing dentists, 68% of licensed dental therapists, and 49% of dental hygiene educators. Our researchers develop and test restorative materials used by dentists around the world. We provide critical oral health care with more than 100,000 patient visits in our campus clinics and more than 16,000 patient visits at outreach sites in underserved communities throughout the state. We provide continuing dental education for 7,1000 practicing dental professionals each year.The School of Dentistry is dedicated to creating a diverse, equitable, and inclusive workplace.
Diverse teams, perspectives, and backgrounds create a strong and creative team that best serves the University's many communities, on campus and beyond. The University is an Equal Opportunity Employer. Black, Indigenous, people of color, LGBTQIA+, women, veterans, and members of historically underrepresented communities are highly encouraged to apply.For more information, please visit our website, dentistry.umn.edu.Benefits
Working at the University
At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.
The University also offers a comprehensive benefits package that includes:Competitive wages, paid holidays, and generous time offContinuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit ProgramLow-cost medical, dental, and pharmacy plansHealthcare and dependent care flexible spending accountsUniversity HSA contributionsDisability and employer-paid life insuranceEmployee wellbeing programExcellent retirement plans with employer contributionPublic Service Loan Forgiveness (PSLF) opportunityFinancial counseling servicesEmployee Assistance Program with eight sessions of counseling at no costEmployee Transit Pass with free or reduced rates in the Twin Cities metro areaPlease visit the Office of Human Resources website for more information regarding benefits.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 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.Diversity
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.eduEmployment 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.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.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).