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

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

Required Qualifications

• High School Diploma/GED and at least four years of experience in responsible administrative positions or a combination of relevant administrative experience and education totaling at least five years
• Experience in composing communications to multiple internal and external audiences
• Experience in a position that requires maintaining a high level of confidentiality
• Experience in a customer service role
• Proven experience with data management tools appropriate for this professional position

Preferred Qualifications

• Bachelor's degree
• Work experience with the University of Minnesota or other comparable institutions
• Evidence of ability to prioritize multiple tasks
• Ability to demonstrate work experiences requiring diplomacy
• Experience in a position requiring decision-making and problem-solving
• Demonstrated excellence in organizational and time-management skills
• Experience working as part of a team
• Understanding of and commitment to the mission of a land-grant university
• Some understanding of agricultural, food, and environmental issues

Special/Physical Requirements

This is primarily an office position. This position frequently presents information through vocal and written communication. The ability to express or exchange ideas vocally is important. Visual acuity is required for preparing and analyzing written or computer data and presentations. There are times when extensive viewing of a computer screen and reading are required as part of the position duties.

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. We align with the University of Minnesota in providing 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.

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)

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

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
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

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.

Applications will be accepted through midnight on October 22, 2025.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

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.

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).