Assistant to the Department Head in the Department of Genetics, Cell Biology, and Development (GCD) to facilitate the schedule, operations and events of the Department. GCD reports to both the College of Biological Sciences and the Medical School, Twin Cities Campus.
This is a temporary, 12 month appointment. The continuation of this appointment is contingent upon the availability of funds and lift of the hiring freeze.
About the Job:
The position provides executive level administrative support for the Department Head of Genetics, Cell Biology and Development. As primary liaison to department head, the incumbent interactions with internal university and external parties including executives, deans, chairs, and faculty. The incumbent functions as a key point of contact and information liaison for department. As requested by the department head, the incumbent will act independently to lead and/or support departmental operations and initiatives, as well as support the work of faculty committees.
Direct Support for Head and Departmental Operations (50%)
Manage Department Head Calendar and Materials, Department Events and Correspondence to Faculty
Effectively manages Head’s time and schedule using sound judgement; manages calendar, confirms meetings, insure travel time; triages emergent and significant issues prioritizing, escalating and resolving matters arising as appropriate.
Schedule and coordinates departmental and committee meetings, collecting and drafting agenda materials, disseminating and confidential materials. Takes and distributes minutes.
Files paper and electronic documents, assembles reports and binders. Manages financial transactions and expense reports and receipts.
Coordinate visits of departmental guests.
Compose and send emails and notices to faculty regarding meetings, upcoming events, important deadlines, etc.
Communicate with other Department and College staff.
Coordinate departmental events/activities such as retirements, new-hire faculty receptions holiday events. Locate venue, contact catering companies, and advertise the event.
Implement Annual Faculty Reviews:
Coordinate individual faculty meetings with the Department Head; prepare documents for each faculty member
Compile confidential reviews: distribute evaluation forms, collect feedback, and prepare report for Department Head. Complete forms required by the Provost and two Dean’s offices (College of Biological Sciences and the Medical School).
Manage Promotion and Tenure:
Coordinate all required materials, follow specific procedures (which change yearly) from two Dean’s offices and Provost.
Coordinate due dates and procedures with the Department Head and Promotion and Tenure Committee.
Submit request for letters of recommendation including a brief dossier; track letters received, follow-up on missing letters.
Schedule faculty meeting for mentors to present candidate’s accomplishments to senior faculty.
Coordinate the voting process; create ballots, establish ballot due dates, collect all ballots and comments, keeping them confidential.
Obtains all necessary signatures for the final documents. Upload all materials on “Moodle” for review by the faculty, Promotion and Tenure Committee, Dean’s offices and Provost.
Process Form 12 Probationary Reports for junior faculty.
Project Management and Coordination (30%)
Manage Faculty Searches, Faculty and Student Awards committee work, Development and donor efforts:
Attend search committee meetings, take minutes; locate meeting rooms (when necessary order lunch).
Submit job posting to scientific journals and web sites.
Prepare spread sheets summarizing all applicants’ qualifications and scientific fields.
Maintains a database tracking letters of recommendation, contacts candidates for missing letters.
Schedule interview, make travel arrangements, reserve hotel room and town car for transport to and from the airport.
Create schedules for candidates visit, arranges seminar time, lunch with students and dinner with faculty.
Send evaluations of candidates to faculty, collect information and give to committee; Send letters to all candidates not being interviewed.
Advertise seminars via email, campus mail, US mail and on the University of Minnesota web site. On second visit, schedule meetings with faculty, Department Heads and Dean, reserve a rental car, coordinate with a realtor to take candidate house hunting.
Develop infrastructure and administrative support to nominate faculty for national awards. Work closely with faculty leads to develop departmental mechanism for recognizing faculty and students for excellence in research, teaching and service.
Work closely with faculty and colleges to develop an effective effort to recruit donors. Maintain a current list of graduates, both undergrad and graduate. Lead on establishing a newsletter for department.
Work with faculty to understand tasks that the departmental office can support more robustly.
Supervisory Role (20%):
Hire, train, and evaluate Office Manager. Delegate general clerical duties to include but not limited to: photocopying, mailing, printing and collating, ordering supplies and filing. Delegate event support including the ordering of food and refreshments for events. Delegate scheduling of seminar visits, reservation details, etc. for visiting faculty and others.
Supervise students/staff to support projects and events as needed.
All required qualifications must be documented on application materials
BA/BS with at least 2 years of experience or a combination of related education and work experience to equal six years; position involves comparing, verifying, and reconciling data to help department achieve overall objectives.
Experience providing administrative support to executive leaders in a complex environment, handling confidential and sensitive materials with discretion, and interacting professionally with a wide range of people (i.e., executive leaders, faculty, staff, students, and visitors.
Advanced experience using Google Apps such as Mail, Calendar, Docs, Drive; mailchimp, as well as current web technologies.
Excellent verbal and written communication skills. Experienced in writing, editing and proofing of business and academic communications such as meeting minutes, department announcements, presentations, emails to faculty.
Experience in prioritizing competing projects, planning, and executing projects and events.
Proven expert-level knowledge of and experience working with Microsoft Excel, Word, and PowerPoint.
Strong attention to detail and concern for quality, accuracy and completeness of work.
Ability to take and give feedback and consistently working to achieve better results.
Previous administrative experience at the University of Minnesota working in a complex unit that is part of the Medical School and College of Biological Sciences.
Strong problem analysis and decision-making skills, and the ability to:
Anticipate and proactively address the administrative needs of executive.
Effectively analyze a situation and proactively take action.
Make decisions wisely and after adequately contemplating various available courses of action.
Work effectively and positively in the face of ambiguity.
Approach challenges in a systematic and rigorous manner and formulate a logical plan based on proposed solutions.
Polished and professional demeanor, including a positive attitude, confidence and high level of self-motivation.
Ability to work independently. Capable of working in a group as a strong team player.
Flexibility, adaptability, and the ability to work under tight deadlines or changing needs.
Internal Number: 338906
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.