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Executive Assistant to the Dean

Employer
University of Minnesota Law School
Location
Minneapolis, Minnesota
Salary
Salary is dependent upon qualifications and the range is $65,000-$72,000 annually.
Date posted
Sep 21, 2022

About the University of Minnesota Law School 

One of the country’s top public law schools, the University of Minnesota Law School is a leader in preparing students to solve the complex social, economic and business issues of our time. Our exceptional faculty, innovative curriculum and unmatched clinical and experiential learning opportunities equip students for the demands of the 21st century. The Law School draws a talented, diverse student body from every part of the United States and numerous countries.

About Dean Garry W. Jenkins

Garry W. Jenkins is the 11th dean of the Law School, joining in 2016. Prior to joining Minnesota Law, he served as associate dean for academic affairs and as a professor of law at The Ohio State University Moritz College of Law, where he was also director of the Program on Law and Leadership, a leadership education and development initiative that he co-founded. His scholarly articles have been published in leading law reviews and interdisciplinary journals, and his scholarship has been honored for excellence in three different subfields: nonprofit law, global justice, and corporate law. Dean Jenkins currently sits on the governing boards of the Law School Admission Council, Equal Justice Works, the National Women’s Law Center, and the Guthrie Theater, among others. He also serves as chair of the deans’ steering committee of the Association of American Law Schools.  By gubernatorial appointment, he currently serves as one of Minnesota’s commissioners to the Uniform Law Commission.

Job Summary

The Executive Assistant to the Dean provides high-level administrative support to the Law School dean and Dean’s Office. This full-time position reports directly to the Dean, has discretionary authority and responsibility for carrying out job functions on behalf of the Dean, and exercises independent judgment in prioritizing work and problem-solving.  The ideal candidate will approach work with vigor and determination, multi-task like a pro, operate at a high level of autonomy, and anticipate a need before it arises.

Primary responsibilities include managing the Dean’s meeting and travel schedule, managing workflow and correspondence, and researching and preparing drafts on a variety of subjects. The Executive Assistant is also responsible for implementing and managing the general operations within the Dean’s Office including staffing, facilities, budget, and special events. The Dean’s Office is proud to serve a diverse population of faculty, students, staff, and alumni, and also interacts with a wide and varied group of internal and external constituents. The successful candidate will need to work well across these diverse communities.

Job Duties:

Provide Direct Support to the Dean – 70%

  • Manage the schedule and communications of the Dean, providing direct support to the Dean and employing exceptional discretion, professionalism, independent action, and appropriate judgment.
  • Coordinate and schedule meetings, establishing appointment priorities, with Law School, University, and external people, including high-profile members of the University and legal community, both locally and nationally.
  • Organize meeting materials and appointment files for the dean to ensure that the Dean is well-briefed and prepared for scheduled meetings, events, and routine executive functions, working alongside the Assistant Dean & Chief of Staff.
  • Make travel arrangements for the Dean and prepare reimbursement requests. Exercise discretion in committing time and evaluating needs.
  • Draft, prepare, and edit a variety of written materials and proofread correspondence prepared by other offices for the Dean’s signature.
  • Secure and compile information requested by the Dean for a variety of uses (e.g., remarks, meetings, presentations, etc.).
  • Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
  • Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
  • Determine priority of matters of attention for the Dean; redirect matters to staff to handle, or handle matters personally, as appropriate.

Manage the Dean’s Office – 20%

  • Supervise daily operation of the Dean’s Office within the Law School, including providing strong customer service and appropriate support for those interacting with the Dean’s Office, managing incoming correspondence, and managing Dean’s Office facilities and operations. This includes receiving and screening the Dean’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
  • Hire, train, and supervise the Dean’s Office Project Manager and ensure cross-training to provide adequate office coverage, employing student workers as needed.
  • Forge and maintain excellent working relationships with Dean’s Office staff, Law School senior leadership, faculty, and other key staff, including delegating and gaining collaboration on projects and tasks as needed.
  • Monitor and oversee reservations and activities for the Ballard Spahr Conference Room and the Dean’s Conference Room.
  • Organize, maintain, and monitor appropriate access to the dean and Dean’s Office confidential electronic and hard copy files.

Provide Support for Key Administrative Functions at the Law School – 10%

  • Manage the schedule and details of faculty meetings, review of probationary faculty, promotion and tenure process, chairs and professorships, and faculty reviews.
  • Serve as liaison to various university departments and the community regarding requests for information and problem resolution.
  • Develop and implement administrative initiatives, processes, and workflows to improve efficiency and effectiveness and align with the Law School and University’s policies and procedures.

Required Qualifications

  • Bachelor’s degree with at least two years of experience, or a combination of education and relevant administrative experience to equal six years.
  • Experience supporting a senior-level position in a complex organization or extensive administrative experience in higher education.
  • Expert-level skills in Microsoft Word, PowerPoint, and Excel.
  • Outstanding interpersonal, written, and verbal communication skills.
  • Excellent organizational skills and keen attention to detail.
  • Ability to interact professionally and with poise across a diverse group of internal and external constituents.
  • Ability to maintain confidentiality and exercise appropriate judgment.

Preferred Qualifications

  • Completed Bachelor’s degree plus three years of relevant experience
  • Experience working under tight deadlines in a fast-paced office
  • Experience working with multiple and varied internal and external constituencies
  • Strong problem-solving capabilities and ability to see issues from a variety of perspectives
  • Demonstrated time management skills and ability to prioritize

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