The Executive Assistant to the Dean is a key support position within the Dean’s Office in the Medical School within the University of Minnesota. The Executive Assistant to the Dean works collaboratively with senior leaders, faculty, students, and alumni to support the Dean in carrying out Medical School business, communications, and projects.
Duties and Responsibilities include but are not necessarily limited to:
Executive Support (60%):
Support multiple Medical School Deans administratively, manage highly-complex calendars including clinical, research, and administrative activities across multiple organizations.
Represent the Dean’s Office to other administrative units and outside entities and provide support to ensure undisrupted service for the executive leaders and their functions, including the hiring and supervision of a student worker.
Support Medical School Deans in ongoing negotiations with Fairview Health Services and Children’s of Minnesota.
Faculty Searches (15%):
Coordinate high-level national searches for recruiting department heads, institute/center directors, Dean’s Office leadership and staff, and administrative center directors.
Liaison to search committee/search firm/senior associate dean, gather data for job descriptions, generate appropriate documentation for posting, plan and execute interviews for candidates, plan and execute visits for finalists, plan and complete on campus visit days for the finalist as well as spouse and family if needed, manage visit logistics and IT equipment, and coordinate feedback and follow up communication.
Searches within the clinical areas (>80%) involve University of Minnesota Physicians, Fairview Health Services, and the broader healthcare partners and community. The Medical School is part of a large and complex health structure which crosses multiple facilities. Most searches involve interdisciplinary activities with the Academic Health Center (schools/colleges – public health, nursing, pharmacy, dentistry, and veterinary medicine) and the broader University - College of Biological Sciences, College of Science and Engineering, and others.
Executive Committee Support (10%):
Liaison to and support of the Research Council.
Coordinate and process University of Minnesota Foundation (UMF) grants and applications assisting from the solicitation for participation through Award feedback to applicants.
Liaison and support for the Administrative Center Directors as required and provide support and backup for other committees as needed.
Handle special assignments and projects as needed.
Events Management (10%):
Manage event planning and oversight of college-wide events, as determined by the Dean of the Medical School.
Other duties as assigned (5%):
Assist the Dean and his staff with any administrative needs that may arise.
All required qualifications must be documented on application materials.
BA/BS or a combination of experience and education to equal four years.
Experience supporting an executive-level leader administratively.
Experience drafting and managing communications for an executive-level leader.
Experience managing complex electronic calendaring and arranging meetings.
Experience with Microsoft Office Suite and Google Docs
Ability to work independently and as part of a team.
Highly organized with a strong attention to detail.
Experience in an institution of higher education.
Demonstrated ability to improve customer service satisfaction and client relationships.
Previous work with financial documents; such as, purchase orders and expense reimbursements.
Internal Number: 334443
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.