Senior Executive Assistant

Senior Executive Assistant to the CTSI Director, Associate Vice President, Office of Academic and Clinical Affairs, & Director, Center for Translational Medicine (8208A2)

POSITION SUMMARY

The Senior Executive Assistant serves a critical role, providing confidential, executive-level support and administrative expertise to the Clinical and Translational Science Institute Director, Associate Vice President, Office of Academic and Clinical Affairs, & Director, Center for Translational Medicine ("Director") ensuring that he is fully prepared and informed at all times. The Senior Executive Assistant prepares for virtual and in-person meetings and events and manages day-to-day logistics for the Director. The Senior Executive Assistant is responsible for carrying out the job functions by being both strategic and detail-oriented, effectively prioritizing work, anticipating potential problems and developing creative solutions, exercising independent judgment, confidentiality and discretion, and building constructive relationships with University faculty and staff, Blazar Lab members, external stakeholders, and others.

This is a hybrid work position. Some weekly onsite work will be required at the CTSI Administrative offices on the East Bank campus in 717 Delaware, with initial expectations to be onsite 2-3 days per week for the first quarter.

MAJOR RESPONSIBILITIES

45%: Schedule Management

• Manage the Director's scheduled commitments to ensure his time is being used strategically and in alignment with his strategic priorities, including careful coordination with the Director's lab staff, numerous University leaders and offices; faculty, staff and student groups and organizations; and external constituencies.
• Ensure clear communication of schedule commitments and expectations with the senior staff in the department and others to ensure that the Director is prepared for each day, including creating and compiling agendas and briefing materials, anticipating and preparing for unexpected issues, coordinating logistics, managing operational details, and following up, as appropriate.

45%: Operations and Logistics

• Oversee the planning and coordination of the Director's speaking engagements and events with various stakeholders including industry leaders, university personnel, and external collaborators.
• Proactively anticipate, plan, and prepare for all aspects of these engagements to ensure smooth execution and avoid any potential delays or issues. Manage follow-up activities as needed.
• Lead the development and implementation of an efficient process for logistical planning of lab recognition events.
• Develop and implement a process for the successful planning and execution of logistics related to external guest speakers sponsored by AVP.
• Handle all international and domestic travel arrangements and logistics for the Director.
• Maintain a comprehensive system to manage all travel logistics, ensuring easy access and organization.
• Ensure the Director's publications, subscription renewals, and manuscript submission fees are accurately maintained and updated in a secure database.
• Develop and implement an efficient system to track all current journal subscriptions, including associated logistics such as passwords, renewal information, and homepages for over 40 journals.
• Improve the process for tracking association memberships and their associated logistics, including password management, to streamline operations.
• Manage the timely submission of manuscripts as per requests and needs.
• Develop and implement a comprehensive directory for all necessary documents related to Director/AVP-associated information to ensure easy access and organization.
• Manage the procurement of supplies, assist with travel and reimbursement processes, and handle various administrative needs for the Blazar lab staff.

10%: Administrative Operations Core

• Serve as a member of the CTSI Administrative Operations Core and provide administrative and logistical support to CTSI cores upon request.
• Collaborate with administrative and support staff across CTSI to promote a culture of collaboration and facilitate shared learning opportunities
• Contribute to and collaborate with CTSI's Administrative Operations Core, participating in administrative projects, initiatives, and programs.
• Serve as a resource for, and partner to, other administrative staff, providing policy and best practice guidance to ensure efficient and effective operations.

All required qualifications must be documented on application materials.

ESSENTIAL QUALIFICATIONS

• Bachelor's degree and two years of experience or a combination of at least six years of education and administrative experience successfully organizing and coordinating multiple priorities in a professional environment.
• Significant proficiency in using Google Suite and Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook with the ability to troubleshoot technical issues and integrate these programs into daily workflows.
• Proficiency with Zoom scheduling, including ability to integrate across multiple platforms (e.g. Gmail, Outlook)
• Significant experience and success as an executive assistant, including managing a complex executive calendar and all logistics involved.
• Demonstrated ability to manage complex travel arrangements, including international travel, with great attention to detail, strong communication and negotiation skills, and proficiency in travel management tools and technology.
• Exceptional interpersonal, oral and written communication skills with the ability to work collaboratively with internal and external stakeholders.
• Ability to balance competing demands, priorities, and needs of multiple stakeholders.

PREFERRED QUALIFICATIONS

• Experience working with executive-level leaders
• Experience working in a large, decentralized organization
• Familiarity with the University of Minnesota, its organizational structure, and the higher education environment.
• Ability to work independently and connect disparate pieces of information to make cohesive, informed decisions.

The ideal candidate will:

• Possess a superior level of timeliness, thoroughness and responsiveness.
• Demonstrate a commitment to excellence in everything they do.
• Be detail-oriented, organized, reliable, proactive, and results-driven.
• Be able to solve problems, work under tight deadlines, and manage projects and events.
• Be highly discreet with sensitive information and maintain strict confidentiality, including possessing exceptional judgment, discretion, confidentiality, and integrity.
• Have a proven commitment to, and track record of supporting, equity, diversity and inclusion.
• Have a positive disposition with a team mentality, emotional maturity, and ability to be diplomatic and clear; and be skilled in adapting well in the face of ambiguity or change.

The University of Minnesota Clinical and Translational Science Institute (CTSI) mission is to accelerate and improve clinical and translational science research, education and improve health. CTSI provides consultation, training, support, and services to researchers and research teams across the translational continuum. CTSI is part of the national, NIH-funded Clinical Translational Science Award (CTSA) program/consortium that works together to improve the efficiency, quality, and impact of clinical and translational research and science.

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

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 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.

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).