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Summary of Position: Located on the Duluth campus of the University of Minnesota, the individual serves as the Executive Associate for the College of Pharmacy, Duluth Campus. Primarily responsible for executive support to the Senior Associate Dean of the College of Pharmacy, Duluth (CoPD [College]) and secondarily the Head of the Department of Pharmacy Practice and Pharmaceutical Sciences (PPPS [Department]).
The individual will work to coordinate, support and oversee key collegiate and departmental strategic, academic and administrative initiatives on the Duluth Campus working with both independent judgment and closely with faculty, staff and the executive team. The incumbent must exercise discretion and independent judgment as the work performed is directly related to and impacts the general business operations of the College and/or our customers and constituents.
Principal Duties and Responsibilities:
50% Executive Administrative Support: College and Department
Administrative point of contact for constituents of the College of Pharmacy on the Duluth Campus: triage communications to go to the Sr. Associate Dean, Department Head, or others in the College of Pharmacy, Duluth or delegate elsewhere.
Works closely with the Dean’s Office and other leaders in support of College events and priorities spanning the Twin Cities and Duluth campuses.
Represents the College and Department to other units on campus, at request or in absence of Senior Associate Dean or Department Head.
Develops and maintains relationships with internal and external constituents including administrators, contractors, and students.
Coordinates and shares, institutional knowledge (i.e., university/college policies and procedures, resources, campus/college operations) and administrative expertise to College and Department faculty and staff.
Provides support to select departmental and/or collegiate workgroups, boards and/or committees, at request of leadership.
Field and respond to requests to the Sr. Associate Dean and PPPS Department Head from academic units and administrative offices.
Coordinate interactions with the Sr. Associate Dean’s Office, managing referrals and following up with inquiries.
Manages or oversees supervision of complex calendars, meeting logistics, and travel for Senior Associate Dean and Department Head. Facilitates meetings, prepares agendas, takes minutes, and provides administrative support and follow up on matters arising from meetings.
Composes, prepares, and/or edits written documentation and correspondence for the Senior Associate Dean and Department Head; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
Manages promotion and promotion & tenure processes for contract and tenure-track faculty in PPPS.
Develops and leads faculty annual review process for PPPS.
Develops and manages teaching and service workload analyses for PPPS faculty.
Coordinates logistics and programming for College and Department meetings and events on the Duluth Campus.
Supervises and evaluates the work of College of Pharmacy Duluth office staff and/or student employees, as appropriate.
40% Project Management and Strategic Planning: CoP Duluth Campus
Serve as project manager for the Senior Associate Dean and for key strategic initiatives that are coordinated on the Duluth campus.
Coordinate and manage specific academic and administrative initiatives that advance the mission and/or operations of the CoP Duluth Campus and align with broader University strategic plans and/or areas of focus:
-Requires identifying the goals of engagement
-Building relationships within and without the institution to help meet those goals
-Creating the appropriate (infra)structures to accomplish those goals
-Leading/shepherding the process for success
Monitor and summarize progress on the PPPS strategic plan as well as on key initiatives in the College-wide strategic plan that are coordinated in Duluth.
10% Administrative Operations: Facilities, Equipment and Communications
Facilities and Equipment: Collaborates with TC facilities manager to oversee complex building renovations, space utilization, office and building moves, offsite storage, key control, and facilities requests for the CoPD. Represents the CoPD on the University of Minnesota Duluth Facilities Committee. Manages procurement and usage of furniture and equipment in alignment with budgets and College/University policies and procedures.
Communications: Manages and promotes College and Department news and announcements, social media accounts, and website. Provides information to various sources/media including but not limited to the Director of Communications on the TC campus.
Supervision: Provide direct supervision of office staff and work study student(s).
*The Employer retains the right to change or assign other duties to this position.
All required qualifications must be documented on application materials
Required Qualifications: BA/BS plus at least 4 years of experience or a combination of related education and work experience to equal eight years. • Strong project management, problem-solving, interpersonal, verbal and written communication skills. • Ability to create, compose, and edit written materials. • Skilled in organizing resources and establishing priorities. • Previous experience working with confidential materials and sensitive information. • Documented competence to manage, organize and implement strategic initiatives. • Experience with operational support. • Mastery in Microsoft Suite and Google Workplace applications. • Established leadership skills. • Demonstrated experience in, and an ongoing commitment to, working effectively with and across diverse communities: including people of color, underrepresented groups and new immigrant populations; American Indians; people with both visible and invisible disabilities; women; people of various gender and sexual identities and expressions; and first-generation students from economically disadvantaged backgrounds.
Preferred Qualifications: • Experience working in a large, complex organization and/or higher education. • At least 5 years of increasing responsibility in academic administration or comparable setting. • Strong understanding of the University of MN organizational structure, policies, and procedures. • Ability to engage, inspire and influence people. • Effective team player. • Staff supervision experience • Possess strong political acumen and ability to work with diverse populations.
Working Conditions: Office environment / no specific or unusual physical or environmental demands.
An on campus presence is desired to serve the needs of the College and Department. Formal working arrangements will be discussed and determined with the Executive Team upon hire.
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