University of Minnesota
Executive Office and Administrative Specialist
University of Minnesota, Minneapolis, Minnesota, United States, 55400
Executive Office and Administrative Specialist
This position supports the administrative activities and responsibilities for three Associate Deans in the CFANS Dean's Office: the Associate Dean for Research, Graduate Programs, and Faculty Development; the Associate Dean for Research and Outreach Centers (ROCs) & the Minnesota Agricultural Experiment Station (MAES); and the Associate Dean for Undergraduate Programs. The role ensures the seamless functioning of strategic scheduling, communications, and coordination of collegiate initiatives. It requires diplomacy and autonomy in judgment and decision-making with regular interaction with University senior administrators, collegiate administrators, faculty, staff, students, and external constituents. This is a labor represented AFSCME Clerical position reporting to the Administrative Consultant. This is a one-year, temporary, full-time (40 hours per week) AFSCME Clerical position with an anticipated work week schedule: Monday – Friday, 8:00 AM – 4:00 PM, in-person. Overtime and/or consecutive Sunday work are not conditions of employment. Bargaining will begin on October 8, 2025 and end on October 15, 2025. Responsibilities Associate Dean Administrative Support (75%) Manage three Associate Deans\' calendars, including:
Schedule meetings of all sizes, from one-on-one to complex events with many stakeholders Review and accept incoming meeting invitations Provide strategic input to scheduling of commitments Anticipate calendaring needs and confirm dates, times, modality, set-up arrangements, etc. Provide background materials in an organized and timely manner Respond quickly to last-minute schedule changes and requests Troubleshoot emerging issues efficiently
Book travel (flights, hotels, ground transportation) and provide details to Associate Deans Prepare background materials prior to travel Prepare reimbursements with necessary supporting documents after travel Other administrative support including: Assist in creating and editing presentation materials Draft and review correspondence tailored to the audience Support event planning and logistics, academic program reviews, newsletters and communications, account management, course fees, and other assigned duties Complete special projects and audits Attend meetings to take notes Provide front-office support as the first point of contact for students, faculty, staff, and visitors; manage phone and email inquiries; maintain a professional environment Monitor office and kitchen supply levels and order supplies through University systems Provide occasional administrative and special event support for unit managers Supervise dean\'s suite undergraduate student workers (10 hours/week during the semester, up to 40 hours/week in summer) and support their professional development Manage the Plant Growth Facilities (PGF) Departmental Classroom scheduling process for both credit-based courses and events Contribute to shared general office planning and duties Other duties as assigned by supervisor Note: The employer reserves the right to change or assign other duties to this position. Qualifications Required Qualifications High School Diploma/GED and at least four years of experience in responsible administrative positions, or a combination of relevant administrative experience and education totaling at least five years Experience composing communications for multiple internal and external audiences Experience maintaining a high level of confidentiality Experience in customer service Proven experience with data management tools appropriate for this professional position Preferred Qualifications Bachelor's degree Work experience with the University of Minnesota or comparable institutions Ability to prioritize multiple tasks Diplomacy in work experiences Decision-making and problem-solving experience Strong organizational and time-management skills Experience working as part of a team Understanding of and commitment to the mission of a land-grant university Some understanding of agricultural, food, and environmental issues Special/Physical Requirements This is primarily an office position. The role involves vocal and written communication. Visual acuity is required for preparing and analyzing written or computer data and presentations. Prolonged computer use may be necessary. About the Department
The College of Food, Agricultural and Natural Resource Sciences (CFANS) is composed of thirteen academic departments, ten research and outreach centers across Minnesota, plus the Minnesota Landscape Arboretum, the Bell Museum, and interdisciplinary centers. CFANS offers undergraduate and graduate programs and emphasizes experiential, interdisciplinary, and intercultural learning, internships, and global perspectives. CFANS values equity and diversity and is committed to equal access 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. Pay and Benefits Pay Range:
$24.54 - $29.20 per hour; depending on education/qualifications/experience Time Appointment Category:
100% Appointment (Temporary - 1 Year) Position Type:
Non-Faculty Labor Represented Staff (AFSCME Unit 6 - Clerical) Please visit the Office of Human Resources website for more information regarding benefit eligibility. The University offers a comprehensive benefits package that includes: Competitive wages, paid holidays, and generous time off Professional development and degree-seeking programs Healthcare, dental, and pharmacy plans Flexible spending accounts and University HSA contributions Disability and employer-paid life insurance Employee wellbeing program Retirement plans with employer contribution Public Service Loan Forgiveness (PSLF) opportunity Financial counseling services Employee Assistance Program with counseling Employee Transit Pass options How to Apply
Applications must be submitted online. To be considered, click the Apply button and attach a resume. Additional documents can be uploaded in the My Job Applications section. Applications will be accepted through midnight on October 22, 2025. For accommodation requests during the application process, please e-mail employ@umn.edu or call (612) 624-8647. Diversity and Employment Requirements
The University values diversity and inclusion and is committed to equal access and opportunity in its programs, facilities, and employment. All qualified applicants will receive consideration 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. For more information, visit the diversity page. Employment is contingent upon successful background check completion. Criminal convictions do not automatically disqualify applicants. About the U of M The University of Minnesota, Twin Cities (UMTC) is a large public research university offering diverse academic programs and opportunities, with campuses in Minneapolis and St. Paul. It is recognized as a top workplace by multiple outlets and emphasizes diversity and career growth. We encourage all candidates to apply directly for this job on the employer\'s website.
#J-18808-Ljbffr
This position supports the administrative activities and responsibilities for three Associate Deans in the CFANS Dean's Office: the Associate Dean for Research, Graduate Programs, and Faculty Development; the Associate Dean for Research and Outreach Centers (ROCs) & the Minnesota Agricultural Experiment Station (MAES); and the Associate Dean for Undergraduate Programs. The role ensures the seamless functioning of strategic scheduling, communications, and coordination of collegiate initiatives. It requires diplomacy and autonomy in judgment and decision-making with regular interaction with University senior administrators, collegiate administrators, faculty, staff, students, and external constituents. This is a labor represented AFSCME Clerical position reporting to the Administrative Consultant. This is a one-year, temporary, full-time (40 hours per week) AFSCME Clerical position with an anticipated work week schedule: Monday – Friday, 8:00 AM – 4:00 PM, in-person. Overtime and/or consecutive Sunday work are not conditions of employment. Bargaining will begin on October 8, 2025 and end on October 15, 2025. Responsibilities Associate Dean Administrative Support (75%) Manage three Associate Deans\' calendars, including:
Schedule meetings of all sizes, from one-on-one to complex events with many stakeholders Review and accept incoming meeting invitations Provide strategic input to scheduling of commitments Anticipate calendaring needs and confirm dates, times, modality, set-up arrangements, etc. Provide background materials in an organized and timely manner Respond quickly to last-minute schedule changes and requests Troubleshoot emerging issues efficiently
Book travel (flights, hotels, ground transportation) and provide details to Associate Deans Prepare background materials prior to travel Prepare reimbursements with necessary supporting documents after travel Other administrative support including: Assist in creating and editing presentation materials Draft and review correspondence tailored to the audience Support event planning and logistics, academic program reviews, newsletters and communications, account management, course fees, and other assigned duties Complete special projects and audits Attend meetings to take notes Provide front-office support as the first point of contact for students, faculty, staff, and visitors; manage phone and email inquiries; maintain a professional environment Monitor office and kitchen supply levels and order supplies through University systems Provide occasional administrative and special event support for unit managers Supervise dean\'s suite undergraduate student workers (10 hours/week during the semester, up to 40 hours/week in summer) and support their professional development Manage the Plant Growth Facilities (PGF) Departmental Classroom scheduling process for both credit-based courses and events Contribute to shared general office planning and duties Other duties as assigned by supervisor Note: The employer reserves the right to change or assign other duties to this position. Qualifications Required Qualifications High School Diploma/GED and at least four years of experience in responsible administrative positions, or a combination of relevant administrative experience and education totaling at least five years Experience composing communications for multiple internal and external audiences Experience maintaining a high level of confidentiality Experience in customer service Proven experience with data management tools appropriate for this professional position Preferred Qualifications Bachelor's degree Work experience with the University of Minnesota or comparable institutions Ability to prioritize multiple tasks Diplomacy in work experiences Decision-making and problem-solving experience Strong organizational and time-management skills Experience working as part of a team Understanding of and commitment to the mission of a land-grant university Some understanding of agricultural, food, and environmental issues Special/Physical Requirements This is primarily an office position. The role involves vocal and written communication. Visual acuity is required for preparing and analyzing written or computer data and presentations. Prolonged computer use may be necessary. About the Department
The College of Food, Agricultural and Natural Resource Sciences (CFANS) is composed of thirteen academic departments, ten research and outreach centers across Minnesota, plus the Minnesota Landscape Arboretum, the Bell Museum, and interdisciplinary centers. CFANS offers undergraduate and graduate programs and emphasizes experiential, interdisciplinary, and intercultural learning, internships, and global perspectives. CFANS values equity and diversity and is committed to equal access 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. Pay and Benefits Pay Range:
$24.54 - $29.20 per hour; depending on education/qualifications/experience Time Appointment Category:
100% Appointment (Temporary - 1 Year) Position Type:
Non-Faculty Labor Represented Staff (AFSCME Unit 6 - Clerical) Please visit the Office of Human Resources website for more information regarding benefit eligibility. The University offers a comprehensive benefits package that includes: Competitive wages, paid holidays, and generous time off Professional development and degree-seeking programs Healthcare, dental, and pharmacy plans Flexible spending accounts and University HSA contributions Disability and employer-paid life insurance Employee wellbeing program Retirement plans with employer contribution Public Service Loan Forgiveness (PSLF) opportunity Financial counseling services Employee Assistance Program with counseling Employee Transit Pass options How to Apply
Applications must be submitted online. To be considered, click the Apply button and attach a resume. Additional documents can be uploaded in the My Job Applications section. Applications will be accepted through midnight on October 22, 2025. For accommodation requests during the application process, please e-mail employ@umn.edu or call (612) 624-8647. Diversity and Employment Requirements
The University values diversity and inclusion and is committed to equal access and opportunity in its programs, facilities, and employment. All qualified applicants will receive consideration 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. For more information, visit the diversity page. Employment is contingent upon successful background check completion. Criminal convictions do not automatically disqualify applicants. About the U of M The University of Minnesota, Twin Cities (UMTC) is a large public research university offering diverse academic programs and opportunities, with campuses in Minneapolis and St. Paul. It is recognized as a top workplace by multiple outlets and emphasizes diversity and career growth. We encourage all candidates to apply directly for this job on the employer\'s website.
#J-18808-Ljbffr