The Administrative Specialist for Senior Leadership (ASSL) will be responsible for highly confidential, time-sensitive information impacting employee, faculty, and student groups within Academic Affairs, Student Affairs, and the Business Office at UMN Crookston. The ASSL will have regular contact with four academic departments, Student Affairs, Student Success, the Office of Diversity, Equity, and Belonging, the office of the CFO/Director of Finance, Human Resources, and the Chancellor's Office. The ASSL will assume the duties of the Executive Assistant to the Chancellor in their absence.
The successful candidate must be able to work independently, manage multiple priorities and tasks simultaneously, and display discretion and confidentiality at all times as the incumbent will have access to highly sensitive financial, personnel, campus, and special project information.
The ASSL will maintain the calendar of the Vice Chancellor for Academic and Student Affairs (VCASA) and assist with scheduling meetings for the Dean of Student Engagement and Wellness, the CFO/Director of Finance, and the Director of Human Resources. The ASSL also supports the coordination of events, assists search committees with faculty new hire process, process adjunct faculty appointments, and assists in preparation of faculty promotion and tenure documents and compiling documents for annual faculty evaluations. The ideal candidate will demonstrate proficiency in their communication and organizational skills. The selected candidate will subscribe to and support our commitment to diversity, equity, and belonging.
Compensation and Term:
12-month, full-time annual renewable position.
Salary Range: $40,000 - $50,000
Competitive benefits including health and retirement.
Appointment and Reporting:
Reports to the Vice Chancellor for Academic and Student Affairs (VCASA)
Works with the Dean of Student Engagement and Wellness, the Chief Financial Officer/Director of Finance, and the Director of Human Resources
Functions, Duties, and Responsibilities:
Demonstrate a strong commitment to diversity, equity, and belonging by creating and establishing practices that are appropriate for students' individual needs and identities.
Demonstrate self-awareness of one's own cultural beliefs, perspectives, and privileges as a part of meeting the needs of all students in a fair, caring, and non-discriminatory manner.
Provide administrative assistance for the Vice Chancellor for Academic and Student Affairs, the Dean of Student Engagement and Wellness, the Chief Financial Officer/Director of Finance, and the Director of Human Resources.
Manage Schedules (20%)
Manage the VCASA’s calendar by planning and schedule complex campus calendars with limited or no consultation, resolving calendaring conflicts and prioritizing meetings as necessary.
Assist with scheduling meetings for the Dean of Student Engagement and Wellness, the CFO/Director of Finance, and the Director of Human Resources.
Monitor and Analyze Academic Affairs and Student Affairs Budgets (15%)
Actively use cost effective purchasing practices and encourage others to do so
Facilitate purchasing, maintaining office supplies, and other expenses for the Offices of Academic Affairs and Student Affairs..
Monitor and analyze budgets and advise the VCASA and Dean of Student Engagement and Wellness regarding expenditures.
Provide reconciliation support for travel expenses for the Vice Chancellor for Academic and Student Affairs, the Dean of Student Engagement and Wellness, the Chief Financial Officer/Director of Finance, and the Director of Human Resources
Coordinate Personnel Processes (15%)
Assists the VCASA with all aspects of faculty tenure and promotion (P&T) processes and accomplishment and planning (A&P) processes for annual performance review including but not limited to the following
Ensure that all website documents and content are current, complete, and accurate
Update Canvas sites and Google drives that support P&T and A&P processes;
Ensure the timely completion of P&T forms 12 & 25;
Support Division Heads and P&T committees with confidential voting when needed;
Support assembling of P&T final dossiers;
Provide support for HR processes with faculty including:
Assist with maintenance of electronic faculty academic and personnel files;
Support the development and distribution of academic appointment letters;
Compile term-based reports of adjunct loads and compensation
Coordinate workload sheets, meetings, and the development of related reports for the University Education Association (UEA);
Track sabbatical and single-semester leave applications, approvals, and reporting;
Track research release and related applications, approvals, and reporting;
Provide logistical support for professional employee searches reporting to the VCASA, DSEW, CFO/Director of Finance, and HR Director.
Support the Faculty Assembly in maintaining a current Faculty Assembly roster and email distribution list.
Develop and Implement Communication Plans for Academic and Student Affairs (15%)
Assures the confidentiality of all Department Head correspondence
Provide office reception for the VCASA; support reception for the Dean of Student Engagement and Wellness, the CFO/Director of Finance, and the HR Director.
Assistant with event planning, coordination, implementation, and evaluation for two annual Professional Development Days and selected events sponsored by the VCASA;
Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes.
Quickly respond to external audiences including local media, ensuring appropriate coordination with the Director of Communications and Marketing.
Provide Administrative Support to the CFO & Director of Finance and the Human Resources Director (25%)
Participate in Professional Development and Other Duties as Assigned (10%)
Engage in annual professional development activities germane to the position.
Remain current regarding various university systems including PeopleSoft, various databases, Microsoft Office, Google Office, etc.
Provide administrative support to the chancellor in the absences of the Assistant to the Chancellor.
Coordinate routine meetings of administrative specialists supporting the university’s four academic departments.
Coordinate efforts of the Office of the Registrar, Global Programs, Enrollment Management, and academic departments in the development, maintenance, and tracking of academic-related articulation agreements and memos of understanding.
Coordinate with administrative specialists in the academic departments regarding the scheduling and staffing of courses located in Academic Affairs (honors and UMC).
Take minutes at meetings of senior leaders as needed.
Other duties as assigned and mutually agreed upon
Bachelor’s degree or a combination of related education and work experience to equal four years
Attention to detail, resourcefulness, excellent communication and organizational skills, flexibility, and the ability to multitask
Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact
Demonstrated ability to handle sensitive issues and maintain confidentiality
Demonstrated self-awareness, cultural competence, and achievement in working with diverse student populations
Final job offer is contingent upon a completed background check, receipt of official collegetranscripts and authorization to work in the United States
The University of Minnesota Crookston (UMN Crookston) is one of five campuses comprising the University of Minnesota system. UMN Crookston is a four-year public university with an enrollment of 1,800 students, approximately half on campus and half in online degrees. The student body is diverse and comes from over 40 states and over 30 countries. Thirty-four baccalaureate degrees are offered, 15 of which are also offered online. UMN Crookston proudly carries on a tradition of over a century of educational service to northwestern Minnesota, beginning in 1906 as a regional residential high school, changing to a two-year college in 1966 and to a four-year college in 1993. UMN Crookston is a small student-centered community of learning and scholars known for providing personal attention to every student. UMN Crookston makes a commitment to each individual student’s achievements and offers a hands-on approach and experiential learning that put students ahead of the competition. Integral to the university's statewide land-grant mission, UMN Crookston provides applied, career-oriented learning programs including internships and connects its teaching, research, and outreach to local, co...unty, and regional economic development agencies in support of the global economy. UMN Crookston delivers world?class University of Minnesota degrees in an affordable, close?knit campus setting where faculty and staff personally invest in the success of each student. UMN Crookston has been recognized for its quality programs by such organizations as U.S. News & World Report, which ranked the campus as #1 in the category Top Public Regional Colleges–Midwest for 2020. U.S. News has ranked UMN Crookston among the top four in this category for the past 23 consecutive years.