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Department of Design, Housing and Apparel (DHA), University of Minnesota College of Design

Executive Assistant to the Department Head

Location: MN - Twin Cities Metro
Type: Full Time
Category: Administrative

City: Minneapolis, MN
Salary: $38,833.60 – $59,176.00
Is this a remote / WFH position?: No

Job description

Job Title: Executive Assistant to the Department Head
UMN Job Classification: Executive Office and Admin Specialist (UMN Job Code # 1885)
Appointment Details: Temporary-posted, six-month appointment, 30 hours per week, 75% time.
Reports-to: Department Head, Department of Design, Housing and Apparel College: College of Design, University of Minnesota

Position Overview:
The Department of Design, Housing and Apparel (DHA) in the College of Design at the University of Minnesota is seeking a six-month, temporary-posted Executive Assistant to the Department Head working 30 hours per week.

Position Responsibilities:

Department Head Support: 50%

+ Schedule, monitor, and coordinate head’s calendar (using Google calendar).
+ On head’s behalf, prepare draft correspondence.
+ Monitor head’s ongoing project timelines; actively engage the head in planning for upcoming events; inform head of deadlines and current events that may impact the department. Coordinate efforts as necessary with other department and college staff.
+ Provide general administrative support to the head, including, but not limited to, drafting, composing, editing and preparing correspondence and other communications documenting decisions and actions taken, agendas, reports, charts, business forms, and miscellaneous database projects.
+ Serve as resource, explaining policies, procedures, processes and reports to internal and external customers. Represent the head regarding policies and procedures on such faculty issues as promotion and tenure, and professional development leaves, and performance evaluations.
+ Assist the department head with annual performance review process for faculty and academic staff.
+ Plan and manage the annual process and timeline for the head’s annual review of approximately 33 faculty and 15 adjunct faculty, ensuring appropriate documentation is provided to the head.
+ Monitor timelines and procedures, and collect and organize materials for annual probationary faculty review by the tenured faculty members.
+ Assist the head with the promotion and tenure process, including advising the head of timelines and any procedural changes, manage the promotion materials collection process, prepare confidential dossiers, and ensure the timely submission of materials to the college.
+ Assist associate administrator, head and other administrators with researching, collecting data and compiling information and other material related to program support and department administration.
+ Maintain documentation regarding department initiatives and governance.
+ Schedule appointments and meetings for events, department committees, external requests.
+ Monitor and update e-mail distribution lists.
+ Coordinate election process for DHA department committees and department representatives to collegiate committees, ensuring eligibility criteria are followed.
+ Serve as part of the department administrative and operational team to provide program support, including during times of overload, absence or turnover.
+ Develop, organize and maintain head’s administrative files, including all personnel files.

Project Management and Planning: 50%

+ Monitor ongoing department project timelines; actively engage the head in planning for upcoming events, advise head of deadlines and current events that may impact the department. Coordinate efforts as necessary with department staff.
+ Coordinate travel arrangements for DHA faculty, visitors, and prospective candidates, as requested.
+ Plan, manage and oversee web-based projects, such as program area gallery of student work.
+ Manage the process for designated award nominations internal and external to the University. Compile and review historical documentation and draft award nomination communications to nominees. Solicit and collect letters of support. Participate in planning for new and updated department policy and procedural documents as needed

Qualifications or requirements

Required Qualifications:

+ High School Diploma/GED and four years of related office and administrative experience. Training/education may be substituted for some of the years of experience. Experience should demonstrate a progression of increasing responsibility.
+ Demonstrated proficiency with MS Office, including Word, PowerPoint, Excel; experience with databases and data entry.
+ Previous experience writing basic and complex correspondence.
+ Demonstrated expertise scheduling appointments and maintaining calendars.
+ Experience handling confidential information.

Preferred Qualifications:

+ Previous Google suite experience.
+ Previous experience in a higher-education setting desired.
+ Evidence of self-motivation and successfully fulfilled initiatives.
+ Strong organizational abilities and attention to detail; demonstrated ability to meet deadlines and prioritize multiple tasks.
+ Demonstrated ability to work effectively with diverse constituents, in terms of gender orientation, ethnicity, disability, etc.
+ Ability to work as a team member, demonstrating independence, creativity, and collaboration in a fast-paced environment while prioritizing multiple tasks.
+ Demonstrated ability to communicate effectively, both orally and in writing, to multiple audiences.
+ Demonstrated ability to work productively, professionally, and collaboratively with department constituents, faculty, staff and students. Ability to work effectively on an administrative team and to make consistently productive contributions to the successful operations of the team.

About the Department
Design, Housing, and Apparel (DHA) is one of three academic departments in the College of Design. DHA has over 700 undergraduate majors and over 70 graduate students. It serves as the administrative support to four undergraduate programs leading to a B.S. in Apparel Design, Interior Design, and Retail Merchandising; and a BFA in Graphic Design. We offer four degree options in either Design or Human Factors and Ergonomics at the graduate level–Master of Science, Master of Arts, Master of Fine Arts (emphasis in interactive design) and Ph.D. We offer minor degrees in design, fashion studies, housing studies, human factors and ergonomics, museum studies, retail merchandising and product design.

As one of the most comprehensive design colleges in the country, the College of Design’s vision is to be the recognized leader in advancing transformative thinking and practice, and reinventing our disciplines and professions for a new century.

How to apply

Select the link to access our careers site:

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 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.

In order to be considered for this position, applicants must submit a resume, cover letter, and three professional references.

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

Special Notice for COVID-19
The UMN has suspended hiring for most positions. However, we will continue hiring for positions critical to the University’s mission and operations at this time. Applications are being accepted for this position and you are encouraged to apply. In-person interviews are suspended indefinitely and will be replaced by interviews in a virtual format. Thank you for your continued interest in working at the University of Minnesota.

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:

Background Check Information
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.