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OVERVIEW:
This position is located in the Office of The Dean (OOD) at the Carlson School of Management at the University of Minnesota, Twin Cities Campus. This role serves as the first point of contact for all Office of the Dean sponsored events, meetings, and daily visitors (this includes communications in-person, via phone, and via the departmental email). This position requires proven professionalism and strong customer service skills with the ability to work with a variety of internal and external stakeholders. The salary range for this position is $50,044.80-$54,059.20 depending on qualifications.

This is a 12-month, full-time, labor represented position. This is an in-person position held in the Carlson School of Management Building.

JOB DESCRIPTION:

Administrative and Operational Support to the Office of the Dean (40%)

• Assist in the planning and execution of all aspects of large meetings and special events sponsored by the OOD, ensuring a quality outcome within the approved budget.
• Manage the catering details for All School events including purchasing food, working with catering services on set-up details, and ensuring proper pre-and post-event details.
• Serve as primary preparer of EFS requisitions for transactions from OOD and back-up for Faculty Affairs.
• Web content management: Maintain the content of the Dean's webpage accurately and timely messaging.
  • Back-up updates to the Faculty Resources pages of the Carlson School website, as directed.
• Plan and schedule monthly faculty luncheons (menus, catering details and adding the event to monitors Facilitate purchases; orders for materials and supplies; subscriptions/renewals; etc., according to University and Carlson School policy.
• Provide support as needed for Commencement, Board of Advisors and Emeritus Board of Advisors and other meetings and events, as necessary.
• Track expenses and process expense travel-related expense reimbursement requests as appropriate.
• Assist in travel logistics (air, hotel, ground transportation, etc.) and assemble travel books for the Dean as necessary
• Provide administrative support to all dean consultative committees including, but not limited to, scheduling meetings, overseeing and managing the committee election process, and taking meeting minutes.

Front Desk and Office Operations (40%)

• Oversee the front desk, including maintaining a professional and orderly area, greeting and directing guests, and answering questions including continuous coverage of the office space.
• Answer telephones including the Dean's direct line, screen and forward calls, take and deliver messages in a timely and accurate manner
• Respond to and redirect email inquiries received in the general CSOM mailbox
• Maintain an electronic calendar of conference room schedules.
• Track outgoing courier requests, receive and distribute deliveries
• Follow operational policies and procedures; communicate protocol to others to ensure compliance, and independently resolve procedural problems as necessary
• Update front desk policy and procedure manual and directory as necessary
• Develop and maintain lists of contacts/referrals for frequently asked questions
• Track/monitor requests for use of the OOD laptop and conference phone
• Serve as the departmental expert on OWL technology for Zoom meetings. Set up virtual and hybrid calls as requested for Office of the Dean meetings and events. Liaise with the Carlson Office of Information of Technology to troubleshoot problems as needed.
• Sort, screen and distribute incoming mail and faxes; process outgoing mail
• Manage inventory of office supplies, process standard and special orders
• Maintain orderly and effective operation of the office center/copy room as a multi-purpose work space shared by multiple users.
• Maintain office machines, resolve minor equipment problems, coordinate service needs
• Monitor and stock the catering kitchen and request custodial maintenance from Facilities Services as necessary
• Maintain administrative directories, reference lists, and mailing labels
• Act as Notary on behalf of the Carlson School

Clerical Support to the Office of the Dean (20%)

• Assist in the logistical preparation for meetings and events (room reservations, catering, and organizing/mailing materials and other needs) as requested/needed
• Add events to the Carlson School event monitor according to the University and Carlson School policies
• Provide general clerical support to the administrative team in the office of the Dean as needed
• Provide clerical and administrative support on special projects as assigned by the Executive Secretary/Assistant to the Dean
• Update and maintain holiday card list
• Update, maintain and manage other lists as assigned
• Provide meeting support to Faculty Services Operations (including scheduling, meeting logistics, catering details, material preparation/distribution, and follow up), as needed
• Provide administrative support on special projects assigned by the Assistant to the Dean
• Other tasks as assigned

*The employer reserves the right to change or assign other duties to this position*

Required Qualifications:

• High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
• Strong computer experience is required. Experience with Microsoft Office (Word, Excel, and PowerPoint) and Google Suite (Gmail, Calendar, Docs, Drive, Forms, and Spreadsheets).
• Demonstrated customer-service skills and professionalism.
• Ability to work both independently and as a part of a diverse team.
• Excellent written and verbal communication skills. Ability to communicate effectively with a diverse population of internal and external stakeholders.

Preferred Qualifications:

• Experience working in a higher-education environment.
• Demonstrated commitment to diversity, equity, inclusion and accessibility.
• At least one year of administrative support experience.
• Excellent organizational skills and ability to prioritize multiple responsibilities, handle competing deadlines, complete tasks with accuracy and attention to detail, be flexible and productive in a multi-task work environment.
• Experience with basic financial tasks.
• Experience with event planning or project management.

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Please visit the Office of Human Resources website for more information regarding benefits.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail or call .

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

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. To learn more about diversity at the U:

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).