The Executive Secretary provides primary support for the Senior Director of OHR Total Compensation and provides additional support for the management team within OHR Total Compensation. This position provides unit oversight of workflow coming to the Senior Director, manages priorities and schedules, and is responsible for a full range of assignments and projects that are both general and specific in nature. This position serves as the overall office manager and has discretionary authority and responsibility for carrying out his/her job functions on behalf of the Senior Director and the management team within OHR Total Compensation. This positon requires the incumbent to exercise independent judgment in prioritizing work and problem-solving.
Administrative and Technology Management – 60%:
Provide oversight for the Senior Director’s calendar.
Manage all meeting arrangements to include scheduling rooms, coordinating interactive television, WebEX, and other audio-visual equipment, preparing handouts and agendas, arranging for refreshments, and providing follow-up.
Serve as liaison with presenters and facilitators regarding meeting details.
Handle all travel arrangements and expense reimbursements for the Senior Director and the management team.
Review, update, and track budgets for the unit.
Maintain confidential personnel information for the unit.
Onboard new employees in the unit to include ensuring that all paperwork is complete and that new employees are set up to function effectively.
Assist with planning and making arrangements for OHR Total Compensation staff meetings, retreats, and other events.
Compose communications, reports, and presentations.
Maintain communication e-mail groups/list-servs and OHR Total Compensation directories.
Gather and collect data for reports and decision-making on behalf of the Senior Director and for OHR in general.
Arrange data creatively into formats which can be clearly conveyed and understood (e.g., presentations, charts, graphs, etc.).
Assist Senior Director and others with creating and providing critical Total Compensation information to the University’s HR community and others, including new and revised policy and procedure updates.
Manage the maintenance and up-keep of OHR Total Compensation office equipment.
OHR Total Compensation Project, Policy, and Research Coordination - 40%:
Gather data related to total compensation topics.
Gather and submit data, as requested, on confidential matters.
Create and develop reports related to total compensation topics, policies, compliance, and research outcomes.
Revise, maintain, and monitor work plans and other related documents to include charts, reports, meeting handouts, etc.
With only general guidelines, work independently to handle projects from start to finish (e.g., office relocations, technology needs, facility matters, etc.).
Provide creative ideas and solutions for gathering, creating, and developing data reports and charts, including metrics and analytics.
At least four years of experience in a general office setting OR a combination of post-secondary education and relevant work experience to total at least four years.
Experience managing confidential information.
Able to work competently while exercising discretion.
Strong commitment to support the University’s goal of creating a positive and inclusive campus climate for all by advancing equity and diversity.
Strong interpersonal, written, and verbal communication skills.
Strong computer skills and experience with Word, Excel, and other Microsoft programs.
Experience in an administrative position at the University of Minnesota.
Experience working under tight deadlines in a fast-paced environment.
Able to provide an exceptional work product and a superior level of timeliness, thoroughness, and responsiveness.
Experience working effectively with multiple and varied internal and external constituents.
Able to problem-solve and see issues from a variety of perspectives.
Demonstrated ability to work independently and as part of a team.
Demonstrated time management skills.
Able to prioritize work tasks.
Experience managing budgets for large administrative units.
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.