Overview
Administrative Assistant Jobs in Tennessee at Financial Clarity Guides
Required Qualifications:
BA/BS plus 2 years of experience or a combination of related education and work experience to equal 6 years
Excellent calendar management skills
Excellent verbal and written communication skills
Strong attention to detail
Preferred Qualifications:
Experience working with across all levels of an higher education institution (students, staff, faculty, senior leaders)
Experience with UMN purchasing system
Executive Assistant, Office of the Academic Health Sciences
The major objective of this position is effectively managing the collective needs of the Office of the Associate Vice President Academic Health Sciences, which includes the Center for Interprofessional Health, Center for Health Interprofessional Programs, National Center for Interprofessional Practice and Education, PreHealth Student Resource Center and the Health Sciences Classroom Services to ensure the efficient operation of the office.
Primary responsibilities include exercising professional and independent judgment while serving as an extension of the Office of the Academic Health Sciences, which includes organizing and coordinating the normal day-to-day office operations, procedures, and managing exception projects.
This position is also responsible for planning, developing and managing critical operations for the Office of the Academic Health Sciences and community/university relations.
Strategic, Project, and Operational Management of Office of the Academic Health Sciences (65%)
Interface for Office of the Academic Health Sciences AVP on specially assigned matters on behalf of the unit.
Act as an information-gathering representative at meetings and conferences.
Plan, prioritize and lead special projects as needed and as assigned.
Create a positive, team-oriented working environment
Provide leadership to promote diversity, equity, and inclusion in the department and the University. Advocate as needed on behalf of the department.
Stay current on University policy changes to provide guidance to the AVP and the department.
Ensure the department’s day-to-day operational and business needs are effectively and efficiently met.
Coordinate logistics and programming for the Office of the Associate VP meetings and events
Coordinate all aspects of travel logistics.
Responsible for complex calendar managements and scheduling, planning and prioritizing meetings
Prepare presentation materials for executive meetings and conferences
Attend executive level meetings, take minutes and prepare executive summaries for follow up
Serve as a communication liaison between the Office of the AVP and the Health Sciences Deans, Associate Deans and Program Directors regarding pertinent and critical information, functions, policies and procedures.
Organize and prioritize written and electronic correspondence and forward appropriately
Confirm and finalize hospitality activities including, venue registrations, and catering arrangements.
Create and develop wellbeing activities for the Health Sciences students.
Finance – 10%
Authorize and control expenditures on behalf of the department, ensuring University funding agency and department policies and procedures are followed.
Responsible for budgetary activities and cost negotiations for equipment and events within and outside the Office of the Associate VP.
Process invoices, set up vendors and request for payment.
Identify, research, analyze and compile information and data, including interpretation of relevant policies for informed decision making
Human Resource – 10%
Serve as the primary department resource for University, collegiate and department HR policies, procedures, and practices.
Supervise administrative support staff for the AHSCI.
Set staff goals, conduct annual staff performance assessments for direct reports, and oversee the process for the entire department.
Oversee the hiring and training of staff and students for the front desk position of the Office of the Academic Health Sciences.
Assess personnel and develop and executive appropriate measures to enhance performance and staff efficiencies.
Participate in positions searchers, orienting and training administrative employees.
Manage and direct regular administrative staff meetings
Complete operational requirements by scheduling and assigning employees.
Facilities – 15%
Serve as the department facility representative for the Offices of the Academic Health Sciences, Center for Health Interprofessional Student Programs, Center for Interprofessional Health team and the Health Sciences Classroom Services.
Serve on the department safety committee to ensure a safe environment for faculty, students and staff and implement the building emergency plan.
Assess the department’s facility needs and assist AVP in needs prioritization
Oversee remodeling projects
Maintain accurate records of department space in the University’s space management system.
Develop facility policies, process and procedures
Ensure communications from U services and the primary building contact are forwarded when appropriate to the department members.
Assist with maintenance, cleaning, and technological needs for the department.
Investigate complaints related to facility management issues and oversee their resolution.
Oversee the acquisition and maintenance of capital equipment.
Academic Health Sciences is committed to an excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve. Flexible work arrangements may include flexibility in schedule and/or work location. All UMN employees are expected to follow applicable public health and safety procedures. This position is hybrid, with on-site and remote scheduling options based on the needs of the position.
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 [email protected] 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).
Title: Administrative Assistant
Company: Financial Clarity Guides
Location: Tennessee
