Administrative Support Services Manager

About the position 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. Responsibilities • 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. • 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. • 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. • 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. • Perform other duties as assigned to support the Provost and the effective operation of the EVPP Office. Requirements • 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. Nice-to-haves • 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 • 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. Benefits • 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 Apply tot his job