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Job ID360123 LocationTwin Cities Job FamilyAdministration-General Full/Part TimeFull-Time Regular/TemporaryRegular Job Code8208A1 Employee ClassCivil Service About the Job Executive Assistant, Office of the Academic Health Sciences The major objective of this position is effectively managing the collective needs of the Office of the Associate Vice President Academic Health Sciences, which includes the Center for Interprofessional Health, Center for Health Interprofessional Programs, National Center for Interprofessional Practice and Education, PreHealth Student Resource Center and the Health Sciences Classroom Services to ensure the efficient operation of the office. Primary responsibilities include exercising professional and independent judgment while serving as an extension of the Office of the Academic Health Sciences, which includes organizing and coordinating the normal day-to-day office operations, procedures, and managing exception projects. This position is also responsible for planning, developing and managing critical operations for the Office of the Academic Health Sciences and community/university relations. Strategic, Project, and Operational Management of Office of the Academic Health Sciences (65%) Interface for Office of the Academic Health Sciences AVP on specially assigned matters on behalf of the unit. Act as an information-gathering representative at meetings and conferences. Plan, prioritize and lead special projects as needed and as assigned. Create a positive, team-oriented working environment Provide leadership to promote diversity, equity, and inclusion in the department and the University. Advocate as needed on behalf of the department. Stay current on University policy changes to provide guidance to the AVP and the department. Ensure the department's day-to-day operational and business needs are effectively and efficiently met. Coordinate logistics and programming for the Office of the Associate VP meetings and events Coordinate all aspects of travel logistics. Responsible for complex calendar managements and scheduling, planning and prioritizing meetings Prepare presentation materials for executive meetings and conferences Attend executive level meetings, take minutes and prepare executive summaries for follow up Serve as a communication liaison between the Office of the AVP and the Health Sciences Deans, Associate Deans and Program Directors regarding pertinent and critical information, functions, policies and procedures. Organize and prioritize written and electronic correspondence and forward appropriately Confirm and finalize hospitality activities including, venue registrations, and catering arrangements. Create and develop wellbeing activities for the Health Sciences students. Finance - 10% Authorize and control expenditures on behalf of the department, ensuring University funding agency and department policies and procedures are followed. Responsible for budgetary activities and cost negotiations for equipment and events within and outside the Office of the Associate VP. Process invoices, set up vendors and request for payment. Identify, research, analyze and compile information and data, including interpretation of relevant policies for informed decision making Human Resource - 10% Serve as the primary department resource for University, collegiate and department HR policies, procedures, and practices. Supervise administrative support staff for the AHSCI. Set staff goals, conduct annual staff performance assessments for direct reports, and oversee the process for the entire department. Oversee the hiring and training of staff and students for the front desk position of the Office of the Academic Health Sciences. Assess personnel and develop and executive appropriate measures to enhance performance and staff efficiencies. Participate in positions searchers, orienting and training administrative employees. Manage and direct regular administrative staff meetings Complete operational requireme ts by scheduling and assigning employees. Facilities - 15% Serve as the department facility representative for the Offices of the Academic Health Sciences, Center for Health Interprofessional Student Programs, Center for Interprofessional Health team and the Health Sciences Classroom Services. Serve on the department safety committee to ensure a safe environment for faculty, students and staff and implement the building emergency plan. Assess the department's facility needs and assist AVP in needs prioritization Oversee remodeling projects Maintain accurate records of department space in the University's space management system. Develop facility policies, process and procedures Ensure communications from U services and the primary building contact are forwarded when appropriate to the department members. Assist with maintenance, cleaning, and technological needs for the department. Investigate complaints related to facility management issues and oversee their resolution. Oversee the acquisition and maintenance of capital equipment. Qualifications Required Qualifications: BA/BS plus 2 years of experience or a combination of related education and work experience to equal 6 years Excellent calendar management skills Excellent verbal and written communication skills Strong attention to detail Preferred Qualifications: Experience working with across all levels of an higher education institution (students, staff, faculty, senior leaders) Experience with UMN purchasing system About the Department Academic Health Sciences is committed to an excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve. Flexible work arrangements may include flexibility in schedule and/or work location. All UMN employees are expected to follow applicable public health and safety procedures. This position is hybrid, with on-site and remote scheduling options based on the needs of the position. 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 off Continuous learning opportunities through professional training and degree-seeking programs supported by the 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) Financial counseling services Employee Assistance Program with eight sessions of counseling at no cost with free or reduced rates in the Twin Cities metro area Please visit the for more information regarding benefits. How To... 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.