Job Description

Job Code & Title: 8208A2 - Administrative Associate 2

Hybrid Work Environment

Position Overview

The University of Minnesota is seeking a highly motivated and organized Project & Operations
Coordinator to support the Associate Vice President for Finance (AVP-Finance). This critical role
within University Finance is supervised by the Finance & Administration Manager and receives
work direction from the Associate Vice President of Finance & Assistant CFO, and other senior
leaders. The Project & Operations Coordinator is responsible for project management,
administrative oversight, office operations, and executive support, ensuring the department
runs smoothly and efficiently. As a trusted liaison, strategic partner, and proactive
problem-solver, this individual will contribute directly to the achievement of departmental and
university-wide goals. The Project & Operations Coordinator will collaborate closely with leaders
within and outside the Senior Vice President's office.

We are looking for a professional with exceptional integrity, sound judgment, tact, diplomacy,
discretion, and attention to detail. The ideal candidate will have a proven track record of
building and maintaining effective and trusting working relationships at all levels of the
organization.

Responsibilities include but are not limited to:

Project and Administrative Support (40%)

• Oversee and facilitate projects, initiatives, and directives from the Associate Vice
  President, Finance & Assistant CFO, ensuring alignment with priorities and timely
  completion.
• Serve as the liaison with senior leaders in University Finance and partners, manage
  communications, and with strategic initiatives.
• Develop, execute, and track the University Financeâ™s annual work plan, ensuring effective
  policy integration, execution, and evaluation.
• Represent the University Finance in governance committees (e.g. Policy Advisory
  Committee), manage policy reviews, and assess impacts on operations and budgets.

Office Operations and Facilities Management (30%)

• Oversee daily office operations, including purchasing office supplies and managing
  computing devices for the AVPFN, while collaborating with IT on tracking and device
  replacements.
• Manage University Finance office resources, including mail operations for departments
  part, space management, and telecommunication assignments for the department.
• Act as the Department Facility Representative (DFR), ensuring office space and resources
  are properly managed.

Calendar and Schedule Coordination (20%)

• Manage calendars for the AVP-Finance and other senior leaders, prioritize meetings, and
  ensure time is used effectively.
• Coordinate meeting logistics, prepare materials, and manage travel arrangements and
  expenses, ensuring compliance with University policies.
• Triage sensitive inquiries and follow up on outstanding matters, ensuring smooth
  coordination and service

Communication and Stakeholder Engagement (10%)

• Serve as the primary point of contact for internal and external stakeholders, facilitating
  communication approved by the Associate Vice President, Finance & Assistant CFO.
• Prepare and manage executive-level written communications, including reports, memos,
  and presentations (e.g. drafting briefings, memos, and reports)
• Handle routine and non-routine inquiries, maintaining professionalism and responding
  promptly to University-related questions. 

Required Qualifications (please document on the resume):

• BA/BS with at least 2 years of experience or a combination of related education and
  work experience to equal six years.
• Exceptionally strong organizational, interpersonal, and communication skills.
• Ability to manage complex meeting schedule arrangements.
• Discretion and ability to work with and process sensitive information including
  confidential personnel, financial, and legal matters.
• Detail-oriented with a strong focus on accuracy and thoroughness in all tasks.

About University of Minnesota Twin Cities

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.

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