65% - Provide administrative Support for the Department Head: • Attend executive level meetings; both with and without the department head to keep informed about University-wide and departmental activities and communicate information as appropriate • Monitor critical action items and brief the department head on developments related to those issues. • Prepare presentation materials and packages for executive meetings and conferences. • Coordinate annual faculty review, faculty promotion and tenure process. • Manage a complex calendar for the department head and ensure that the department head has the proper materials and resources ready and available prior to each meeting. • Prepare memos, correspondence and spreadsheets, as requested. • Respond to and prioritize the handling of various inquiries and requests from internal faculty, staff and external entities. • Manage daily operations of the department head’s office to include answering phones, greeting visitors, maintaining supplies and equipment. • Supervise 2 or more clerical support positions, including hiring, assigning work, training, etc.
30% - Serve as a liaison/representative for the Department of Urology Department Head’s Office, and perform a variety of communications functions on behalf of the department head and faculty: • Perform research and report preparation related to the activities of the Department of Urology • Analyze and research issues on the behalf of the department head and prepare appropriate responses. • Cultivate and maintain strong working relationships with colleagues throughout the University in order to exchange or convey information. • Participate in department planning sessions and provide input related to workplace issues, reorganization planning, and ensuring consistent communications from the department head to the management team. • Coordinate recruitment and facilitate changes made with new department head and SAC structure • Take notes and prepare executive summaries to keep the SAC and department of Urology management informed about various policies and procedures. • Design and manage the content of various documents pertaining to Urology operations, including but not limited to, organizational charts, multimedia presentation materials and other governing documents.
5% - Special Events: • Provide administrative support for various department events and fundraising activities, including graduation, alumni and donor events.
The University of Minnesota offers a comprehensive benefits package including:
Competitive wages, paid holidays, vacation and sick leave
Low cost medical, dental, and pharmacy plans
Health care and dependent daycare flexible spending accounts
Excellent retirement plans with employer match
Disability and employer paid life insurance
Wellbeing program with reduced insurance premiums
Tuition reimbursement opportunities covering 75%-100% of eligible tuition
Student loan forgiveness opportunity
Opportunities for growth and promotion
Employee Assistance Program
For more information regarding benefits, please see the following benefits summary.
All required qualifications must be documented on application materials.
Bachelor’s degree in business administration or an equivalent combination of education and relevant administrative experience to total four years.
Demonstrated experience providing skilled administrative support to high-level management
Experience in providing basic research and preparing reports and recommendations.
Demonstrated experience communicating with and providing service to all employee groups from executive to staff level.
Extensive experience in all aspects of coordinating meetings, conferences, including catering, audio/visual services, travel arrangements, etc.
Experience in preparing and/or incorporating complex computerized reports, charts, tables, graphs, slides, and other presentation materials.
Experience in Microsoft office applications
Experience with google calendar and google applications
Knowledge of medical terminology
Demonstrated experience managing a complex calendar for an executive position
Internal Number: 328306
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.