Administrative Support Services Manager

Administrative Support Services Manager

Reports To: Chief of Staff
Salary Range: $80,000 - $95,000/annually
Work Hours: 7:45am - 4:30pm
Work environment: Administrative office setting
Work Mode: Currently, Monday - Thursday in office; Friday remote. Subject to change as dictated by business needs.

Position Summary
The Office of the Executive Vice President and Provost invites applications for an Administrative Support Services Manager who will provide executive-level administrative services support expertise to the Executive Vice President and Provost (Provost) of the University of Minnesota. The Administrative Support Services Manager serves as the hub of the entire executive administrative team to ensure that the provost is fully prepared and informed for all commitments in the short- and long-term and that each day is as predictable, well thought out, and organized as possible to maximize her impact and success. This person will report directly to the Provost's Chief of Staff, working in close collaboration with the provost, senior staff, and others across the University system.

Major Responsibilities:

Executive Time & Strategic Prioritization 35%

• Develop and maintain systems that ensure the Provost's time is aligned with institutional priorities and used in ways that advance the University's academic mission.
• Exercise sound judgment in evaluating and prioritizing requests on the Provost's time, ensuring that each engagement has clear purpose and strategic value.
• Anticipate and interpret the Provost's expectations, preferences, and work style to support effective planning, informed decision-making, and smooth daily operations.
• Oversee and coordinate the Chief of Staff's calendar to ensure alignment with Provost-level priorities and to strengthen coordination across the Office of the Executive Vice President and Provost.

Meeting & Stakeholder Coordination 35%

• Lead the preparation of comprehensive briefing materials, agendas, background documents, and follow-up actions to ensure the Provost is well-prepared for all meetings and engagements.
• Coordinate meetings and interactions with senior University leaders, academic units, governance bodies, system offices, faculty groups, student organizations, and external partners to advance institutional objectives and foster productive relationships.
• Anticipate issues, prepare the Provost for potential complexities, and ensure meetings are effectively structured, well-documented, and followed through in a timely manner.

Executive Logistics & Administrative Operations 15%

• Manage all logistics related to the Provost's travel and reimbursements, ensuring accuracy, efficiency, and full compliance with University policies and procedures. Identify and implement opportunities to enhance administrative processes, improve workflow, and strengthen communication within the Provost's Office and across partner units.

Project Leadership & Problem Solving 10%

• Lead the execution of special projects that advance academic initiatives and support the mission and strategic priorities of the Office of the Executive Vice President and Provost.
• Navigate competing priorities with discretion and professionalism, exercising independent judgment and fostering strong working relationships with senior leaders, faculty, staff, and campus partners.

Additional Responsibilities 5%

• Perform other duties as assigned to support the Provost and the effective operation of the EVPP Office.

Required Qualifications

• BA/BS plus at least 4 years of professional administrative experience or a combination of related education and work experience to equal eight years
• Experience providing executive support to a senior leader.
• Demonstrated ability to manage confidential information with the utmost discretion.
• Technical competence as demonstrated by proficiency in MS Office Suite (Word, Excel, PowerPoint) and Google Suite (Calendar, Drive, Hangouts); and strong database and electronic calendaring management.
• Exceptional interpersonal, oral and written communication skills with a focus on precise, professional correspondence and confident, responsive verbal interactions.
• Proven track record of supporting, equity, diversity and inclusion.
• Able to balance competing demands, priorities, and needs of multiple stakeholders.

Preferred Qualifications

• Previous experience leading a team or managing a complex project.
• Familiarity with the University's mission, its organizational structure, and the provost's work plan and strategic priorities

The ideal candidate will:

• Have experience staffing a senior executive /CEO leader;
• Have experience handling and dealing with highly confidential information; be highly discreet with sensitive information and maintain strict confidentiality, including possessing exceptional judgment, discretion, confidentiality, and integrity;
• Demonstrate a superior level of timeliness, thoroughness and responsiveness;
• Be detail-oriented, organized, reliable, proactive, results-driven and able to work under tight deadlines;
• Have a proven commitment to, and track record of supporting, equity, diversity and inclusion;
• Have a positive disposition with strong interpersonal skills, team mentality, emotional maturity, and ability to be professional, diplomatic and clear;
• Possess executive presence and be able to represent the provost well with Regents, senior leaders and others across the institution as well as external partners and constituents;
• Be skilled in adapting well in the face of ambiguity or change
• Have an understanding and knowledge of the University's mission and its organizational structure.

Pay Range: $80,000 - $95,000 annually, depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

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

The University 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

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.

Please submit cover letter that aligns knowledge, skills and experience with position requirements.

To request an accommodation during the application process, please e-mail employ@umn.edu 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).