Executive Office and Administrative Specialist

Executive Office And Administrative Specialist

This position supports the administrative activities and responsibilities for three of the Associate Deans in the CFANS Dean's Office, including 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. This position plays an instrumental part in assuring the seamless functioning of strategic scheduling, communications, and coordination of collegiate initiatives. This position has regular interaction with University senior administrators, collegiate administrators, faculty, staff, students, and external constituents, requiring a high degree of diplomacy and autonomy in judgment and decision-making ability. This position is a labor represented role (AFSCME) in the Dean's Office and reports to the Administrative Consultant. This is a one-year, temporary, full-time (40 hours per week) AFSCME Clerical position with anticipated work week schedule Monday - Friday, 8 : 00AM - 4 : 00PM, in-person. Overtime and / or consecutive Sunday work are not conditions of employment. Bargaining until consideration 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 small one-on-one meetings to complex events with numerous stakeholders
• Review and accept incoming meeting invitations
• Provide strategic input to the scheduling of commitments
• Anticipate calendaring needs and proactively reach out to confirm dates, times, modality, set-up arrangements, etc.
• Provide all pertinent background materials in an organized and timely manner
• Respond quickly and effectively to last-minute schedule changes and requests
• Troubleshoot emerging issues in a quick and efficient manner
• Coordinate Associate Dean travel arrangements
• Book flights, hotel accommodations, ground transportation, etc and provide travel details to Associate Deans
• Prior to travel, prepare all background materials in an organized and timely manner
• Upon return, prepare reimbursements, including necessary supporting documents
• Other administrative support
• Assist in the creation and editing of presentation materials
• Draft and review correspondence on behalf of the Associate Deans, tailored to the appropriate 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
• Miscellaneous Deans' Suite Support (25%)
• Provide front-office support by serving as the first point of contact for students, faculty, staff, and visitors; managing phone and email inquiries; and maintaining a professional environment
• Monitor office and kitchen supply levels and order supplies through UMarket and / or via UMN purchasing card
• 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 the summer) and support their professional development
• Manage the Plant Growth Facilities (PGF) Departmental Classroom scheduling process, including scheduling the classrooms for both credit-based courses and events
• Contribute to shared general office planning and duties

Qualifications

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 dozens of interdisciplinary centers that span the college, the University, and the globe. CFANS offers fourteen undergraduate majors and thirteen graduate majors, three pre-major / pre-professional programs and more than twenty minors for undergraduate students. Undergraduate enrollment in the college is about two thousand students. CFANS students are well-prepared for a diverse, multicultural workforce through the college's emphasis on experiential, interdisciplinary, and intercultural learning; internships and global perspectives. At CFANS, we aim to inspire minds, nourish people, and enhance the natural environment, and we believe that's only possible if everyone feels seen, heard and respected. Our college embraces equity and diversity and prioritizes purpose-driven scientific discovery in order for us to build a better tomorrow, together.

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)

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.