Executive Assistant, People, Culture, & Operations (PCO)

This position manages overall administration and operation of the PCO department and provides executive support to the VP and their respective department leaders. In addition, this role supports human resources programs and manages overall departmental activities.

Starting salary: $65,000- 75,000 based on experience.

Responsibilities

Operations Management and Program Support (50%)

• Oversee daily operations of the VP PCO's office and PCO department. Prioritize and manage activities and timelines to ensure alignment with department goals and expectations.
• Serves at the first point of contact for the PCO and directly communicates with University partners, external stakeholders, vendors, board members, etc.
• Partners with VP and internal communications team to coordinate communication strategies and plans on sensitive and confidential HR matters.
• Identify problems, gather information, and make recommendations for solutions, taking past and current best practices into consideration.
• Coordinate administration of new HR initiatives and monitor the effect on relationships, processes and practices.
• Assist with planning, preparing and scheduling ongoing training efforts with the DEI Specialist and Director, Organizational Development, Learning, and Talent Management.
• Assist with administration of annual merit increase and incentive plans.
• Serve as backup for personnel transactions in HRMS and payroll processing.
• Triage questions/requests for the PCO department, answering questions or redirecting appropriately to ensure timely responses to inquiries.

Administrative and Budget Management (40%)

• Oversee and ensure administrative initiatives, processes and workflows meet department goals and objectives and align with University and Foundation policies and procedures.
• Logistical management of VP PCO and AVP PCO calendars, activities and travel, including making necessary arrangements and accommodations.
• Manage logistics and staffing of Departmental staff meetings, leadership meetings and interdepartmental team meetings including communications, agenda development, scheduling and presentation preparation on behalf of VPs and department leadership.
• Gather, track, and prepare information/reports related to PCO initiatives and goals for VP to present at executive leadership team and Board of Trustee meetings. This includes handling of highly sensitive and confidential information.
• Create and produce financial reports, activity reports, and other information for analysis of department initiatives in collaboration with unit team members.
• Assist in the annual budget planning process with UMF Finance/Accounting team, and identifies budget opportunities and challenges.
• Track daily and travel expenditures to the PCO budget for the VP and ensure adherence to UMF policies for the department.
• Manage expense receipts and correct submission of expenses to appropriate budgets.
• Create and/or coordinate calendars, materials, presentations, and technology in preparation for meetings with foundation and University leaders.
• Maintain and organize confidential files, both physical and digital, and ensure legal compliance through Perceptive Content.
• Adhere to U of M records retention schedule in order to maintain and purge records accordingly.
• Prepare, edit, and proof proposals, documents, and spreadsheets.
• Maintains updated organizational chart.

Talent Management System Administration (10%)

• In partnership with Sr. HR Generalist, act as system administrator for the Integrated Talent Management System (Talent Connects).
• Administer the following annual processes under the guidance of the Sr. HR Generalist:
  • Goal setting and approval
  • Performance Management (e.g. mid-year review, annual lookback, mid-probation reviews)
  • Succession planning/talent reviews
  • Conflict of interest policy review
• Update and maintain learning module as needed in partnership with the Director, Organizational Development, Learning, and Talent Management.
• In partnership with Information Systems (IS) and Sr. HR Generalist, act as liaison between software vendor and UMF.

Demonstrate commitment to valuing diversity and contributing to an equitable and inclusive working and learning environment (exhibit 100% of the time)

• Continuous learning in diversity, equity and inclusion for oneself and team via training, podcasts, articles, etc.
• Seek to explore and understand cultural differences and create a culture of belonging.
• Develop and employ anti-racist practices and principles to accomplish work.
• Advocate for employees of all ethnicities, genders, ages and backgrounds
• Cultivate and develop inclusive and equitable working relationships with employees, colleagues, stakeholders, etc.

Qualifications

Required Qualifications:

• Bachelor's degree in business, administration, or related field with at least 2 years of administrative experience or a combination of related education and work experience to equal 6 years.
• Demonstrated advanced level experience with Microsoft Office Suite (Word, PowerPoint, Excel) including spreadsheet and database applications, presentation creation, and word-processing and formatting.
• Demonstrated customer-service orientation with high energy and work style, which positively engages others.
• Problem solving and research skills and critical thinking ability.
• Ability to maintain and secure sensitive and private information with high data integrity and confidentiality.
• Effective organization, coordination and prioritization skills with strong attention to detail while ensuring timely completion of multiple assignments; ability to adjust effectively to unexpected changes.
• Written and verbal communication skills, including correct use of grammar, spelling, editing and punctuation.

Preferred Qualifications:

• Bachelor's degree in business, administration or related field.
• Knowledge of a talent management system.
• Experience providing executive-level administrative support.
• Experience working in a non-profit/philanthropic environment.

About the Department

At the University of Minnesota Foundation (UMF), our mission is to connect passion with possibility, inspire generosity, and support greatness at the University of Minnesota by placing donors at the heart of everything we do and every decision we make. UMF is a nonprofit organization responsible for raising and managing gifts to the University of Minnesota.

For more information about UMF, please visit https://give.umn.edu/about/about-umf .

Benefits

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Please visit the Office of Human Resources website for more information regarding benefits.

How To Apply

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 employ@umn.edu or call (612) 624-8647.

Diversity

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

Employment Requirements

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.

About the U of M

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).