Executive Assistant to the Dean

This position is 100% in-person. Priority consideration will be given to applications received before March 31st.

The Labovitz School of Business and Economics (LSBE) at the University of Minnesota Duluth invites applications for a full-time (100%) Administrative Associate 1 position (job code 8208A1) as the Executive Assistant to the Dean. The position is a benefits-eligible, twelve-month continuous position, Monday-Friday with fixed hours (8:00 AM to 4:30 PM) and some expectation for flexibility. The person hired in this position will provide executive assistance to the Dean of LSBE, support special projects, and carry other administrative support responsibilities within the Dean's Office. This is a multifaceted role that combines responsibilities in reception and office operations, high-level administrative support, and event management.

DUTIES/RESPONSIBILITIES:

The Executive Assistant to the Dean provides high-level administrative and executive support to the Dean of the Labovitz School of Business and Economics (LSBE). This position plays a critical role in managing the strategic and operational functions of the Office of the Dean, serving as a key liaison between the Dean and internal and external stakeholders, handling sensitive and confidential matters with discretion, and ensuring the seamless execution of administrative processes, communications, and initiatives. The Executive Assistant oversees complex projects, manages critical relationships, and ensures the Dean's office operates efficiently and effectively.

Executive Support and Strategic Coordination (50%):

• Professional Communications & Stakeholder Engagement:
  • Draft high-level correspondence, executive reports, and presentations on behalf of the Dean.
  • Handle confidential and sensitive communications, ensuring professionalism and discretion.
  • Serve as the primary liaison between the Dean and key stakeholders, including senior administrators, faculty, donors, business leaders, and community partners.
  • Assist in coordinating communications related to fundraising and donor engagement efforts.
  • Facilitate communications and relationships with accrediting bodies such as AACSB.
• Calendar & Meeting Management:
  • Proactively manage the Dean's and Associate Dean's complex calendars, prioritizing commitments, resolving scheduling conflicts, and ensuring the Dean and Associate Dean are well-prepared for meetings.
  • Organize and facilitate meetings for the Dean's Business Advisory Council and Student Advisory Council, including agenda preparation, follow-ups, and action tracking.
  • Provide executive-level support in preparing for faculty meetings, leadership retreats, and strategic planning sessions.
• Travel & Engagements:
  • Coordinate all aspects of domestic and international travel for the Dean, ensuring seamless logistics and itinerary planning.
  • Arrange travel and visit logistics for distinguished guests, visiting faculty, and donors.
  • Prepare briefing materials for external engagements, ensuring the Dean is fully informed before meetings and events.
• Financial and Budget Support:
  • Monitor, prepare, and process Chrome River travel documents on behalf of the Dean and the Associate Dean.
  • Process and reconcile Procurement Card (P-Card) transactions.
  • Support the Dean in financial planning and decision-making by preparing budget summaries and financial analyses.

Office Operations & Project Management (25%):

• Oversee the day-to-day operations of the Dean's Office, implementing process improvements to enhance efficiency.
• Manage special projects related to accreditation, faculty affairs, and strategic initiatives, ensuring timely completion.
• Maintain organized records and documentation, ensuring compliance with university and accreditation requirements.
• Work closely with department heads and administrative staff to align school-wide priorities with the Dean's strategic objectives.
• Lead coordination of contracts, service agreements, and vendor relationships.

School-Wide Leadership & Event Coordination (20%):

• Serve as the primary coordinator for high-profile LSBE events, including distinguished speaker series, awards ceremonies, and accreditation visits.
• Lead the planning and execution of promotion and tenure (P&T) processes, ensuring compliance with policies and deadlines.
• Provide executive-level support for AACSB accreditation processes, including organizing Peer Review Team visits.
• Manage Beta Gamma Sigma and assist with coordinating other student clubs.
• Select and order LSBE gifts and manage promotional items inventory.

Other Responsibilities (5%):

• Serve as a trusted advisor to the Dean, providing insights and recommendations on administrative and operational matters.
• Occasionally work outside of regular business hours to accommodate special events and high-priority deadlines.
• Other high-level duties as assigned by the Dean and the Associate Dean.
  
  

REQUIRED QUALIFICATIONS:

• BA/BS or a combination of related education and work experience to equal four years.
• Ability to apply knowledge and skills to administrative tasks with emphasis on precision and timeliness of execution.
• Tech-savvy and advanced technical and computer skills to support administrative functions including MS Office Suite with an emphasis on Word, Excel, and PowerPoint; electronic calendar management; Adobe Acrobat; Google Suite; and various videoconferencing and email applications.

PREFERRED QUALIFICATIONS:

• Five years of experience providing administrative support to high level/director level management
• Expert certification or training in MS Office Suite and Adobe Acrobat.
• Knowledge of Qualtrics and desktop publishing/graphics.
• Experience with data entry and information retrieval in PeopleSoft and Enterprise Financial System.
• Experience using ChatGPT for efficiency gains.
• Experience setting up meetings and making travel arrangements.
• Experience working with and managing confidential material/information.

ABOUT LSBE:

Approximately 1,700 undergraduate and graduate students are currently enrolled in the school's programs. Both the undergraduate and graduate programs are AACSB-International accredited. There are about 50 full-time faculty members in four academic departments: Accounting & Finance, Economics & Healthcare Management, Management Studies, and Marketing. Additional information about the School and its programs can be found at the LSBE website: http://lsbe.d.umn.edu/.

Pay Range: $45,000 to $60,000; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

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

The University offers a comprehensive benefits package that includes:

• The University 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

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and 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 employ@umn.edu or call (612) 624-8647.

Priority consideration will be given to applications received before March 31st.

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: http://diversity.umn.edu

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.

University of Minnesota, Duluth (UMD)

The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report's "America's Best Colleges" issue.

Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs.

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).