This is a 100% time position to support the administrative, programmatic, research, and educational functions of the University of Minnesota’s Consortium on Law and Values in Health, Environment & the Life Sciences and its leadership (https://consortium.umn.edu/). The position is located in Johnston Hall on the East Bank campus; some remote work may be negotiable.
The Executive Office & Administrative Specialist (EOAS) will work under the supervision of the Consortium’s Senior Administrative & Grants Manager, and will collaborate with the Consortium’s faculty Chair and Director of Strategic Communications & Outreach. The EOAS will exercise independent responsibility and interact with national experts, high-level University administrators, community professionals, faculty, and students on a daily basis. Responsibilities will include:
Administrative Support for Chair (50%)
• Manage Chair’s calendar including scheduling in-person and online meetings related to the Consortium, Medical School, and Law School, preparing meeting folders, and sending reminders; • Draft and edit complex email, correspondence, reports, and other documents as assigned; • Schedule Consortium-related meetings, meetings with Research Assistants, and meetings related to grant-funded projects; compile materials, take minutes, and coordinate action items, as directed; • Organize Chair’s office-related travel and itineraries; • Organize and actively maintain files, both hard copy and electronic; • Provide administrative support as needed for the courses and lectures taught by the Chair; • Process expense reimbursements for the Chair, both internal to the University and from external sources; and • Coordinate IT support, as needed.
Event Support (30%)
• Manage logistics for complex events including the Consortium’s Lecture/Webinar Series and selected conferences/webinars, including: arrange event facilities and catering, draft and send correspondence to speakers, make travel arrangements for speakers including itineraries, manage speaker visits, coordinate and supervise staff support for each event, coordinate with Director of Strategic Communications & Outreach on technical support, draft suggested moderator scripts, and maintain a historical record of events; • Coordinate continuing education applications and processing including CLE and CME, manage registration for events, and manage post-event evaluations; • Under the direction of the Director of Strategic Communications & Outreach, provide assistance with event publicity, as needed; • Process payment of speakers’ fees and travel expense reimbursements; and • Process requisitions and invoice payments for event-related expenses.
Program Support (20%)
• Provide staff support for Consortium member meetings and Executive Committee meetings, including scheduling, distributing materials, taking minutes, and communicating with members; • Handle Consortium general inquiries via phone, email, and walk-in traffic, serving as an effective ambassador for the program; • Handle financial transactions for the Consortium including purchasing basic office supplies, processing purchasing card expenses, and creating requisitions for the Senior Administrative & Grants Manager, as requested; • Assist with website content preparation and updates; • Provide general office support as needed, including faxing, copying, filing as well as sending, receiving, and distributing mail; • Assist with development and maintenance of marketing lists, under the direction of the Director of Strategic Communications & Outreach; and • Other duties as assigned.
Essential: High school diploma/GED plus four years of related office experience. Training/education may be substituted for some years of experience. A minimum of two years of executive assistant experience, including excellent skills with calendar management, meeting scheduling, travel arrangements, and event planning. Expertise with compiling, drafting, and editing complex correspondence, emails, and reports. Excellent communication skills, including proofreading and editing. Excellent computer skills including Microsoft Word, Excel, PowerPoint, Adobe Acrobat, Zoom, and Google tools and demonstrated ability to keep skills current and problem-solve computer issues as needed. Expert office service skills and knowledge of office operations and procedures. Outstanding organization skills and ability to prioritize responsibilities, handle multiple deadlines, and be productive in a multi-task work environment. Capacity to follow directions well and maintain independent responsibility for office services. Ability to function as a productive team member in a complex, high-activity, high-expectation environment. Demonstrated professionalism and discretion.
Preferred: Experience working in an academic or research environment. Four years of experience providing support to a high-level executive or administrator. Knowledge of the University’s financial system including EFS data entry for purchasing cards, expense reimbursements, and requisitions. Experience working with confidential or sensitive information. Demonstrated ability to work with a wide range of individuals and constituents, including high-level university faculty and administrators, government officials, and community members. Strong customer service experience.
Internal Number: 339337
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.