Executive Office and Administrative Specialist - Minneapolis, United States - University of Minnesota

Description

About the Job

Unit Overview

The Department of Strategic Management and Entrepreneurship (SME) within the Carlson School of Management seeks an outstanding team member to help support our

exceptional faculty, students, and external partners. Our academic department shares a "cluster" office area with the Information Decision Sciences department. Each department operates independently, but support staff work together to meet the needs of all faculty and students.

The University's mission is world-class education, groundbreaking research, and community-engaged outreach.

Our department contributes to this mission by providing faculty who are respected scholars and researchers to educate students who then go out and contribute to their communities.

Our team supports the faculty and students to ensure

everything in our department runs smoothly, e.g., classrooms are reserved, instructors are scheduled, materials are ordered, and bills are paid.

Our most impactful contribution is to coordinate work in a cross-functional setting to make sure things run smoothly and faculty have what they need to do their jobs.

This involves working with undergraduate, graduate, and PhD students, program directors, HR, Finance, Classroom Scheduling, and Faculty in a collaborative fashion.

Position Overview

The Executive Office & Administrative Specialist serves as an integral part of the cluster office by providing excellent customer service, maintaining a welcoming and functional space, and coordinating detailed event logistics.

This position is customer service oriented, and a successful candidate will be able to organize and prioritize short-term and long-term tasks.

This position is responsible for providing office coverage, support for coursework, department administrative functions, and faculty needs.

While primarily focusing on support for the SME Department, this position shares the responsibility of overseeing the office space with the IDSc department.

This is a 12-month, full-time, labor represented position that reports to the Strategic Management and Entrepreneurship Department Administrator. The salary range for this position is $48,172.80-$52,041.60 depending on experience.

This position allows for a hybrid work schedule after the probationary period of six months, as agreed upon with the Department Administrator.

JOB DESCRIPTION:
Administrative and Financial Support (40%)

• Assist with facilitating faculty search committee process: create/maintain database of candidate information.
• Manage purchasing and posting of external advertising.
• Assist Department Administrator with drafting student employment offer letters and appointment authorizations.
• Create requisitions, receive on PO's, manage personal procurement card (PCard), and create check requests for the department and its affiliates.
• Assists with contract preparation and annual renewals.
• Submits and manages all building access requests.
• Maintain and update SME website and its associated pages.

Instructional and Faculty Support (25%)

• Provide support to department faculty with their teaching, research and service duties. This can include document creation, editing, and formatting, PowerPoint creations, slides, handouts, spreadsheets, charts, etc.
• Coordinate and manage the instructional material ordering process, including textbooks, course packets, e-packets and other items. Build and maintain positive relationships with the bookstore and copyright office.
• Assist with special requests (parking reservations, guest speakers).
• Obtain & distribute materials from publishers, including desk/exam copies & e- materials.
• Onboard new faculty & instructional staff on materials options, instructional OIT facilities/options, instructional support processes, and Carlson teaching resources/procedures.
• Act as backup for grade reporting.
• Assist in obtaining instructional & non-instructional rooms, equipment and services.
• Photocopying, faxing, word processing, express mail, etc.
• Post office hours each semester outside faculty offices.
• Reserve conference rooms, breakout rooms and classrooms.
• Reviewing classes on OneStop/Coursedog for accuracy and update documents that list our offerings for each semester.
• Coordinate final exam room scheduling, scheduling rooms for make up exams and assisting in finding proctors if necessary.

Event Coordinator (15%)

• Serve as workshop, seminar and conference coordinator.
• Manage the planning and implementing all aspects of planning for conferences, workshops and events.
• Collaborate with faculty to arrange workshop and conference speakers, prepare workshop and conference schedules and itineraries, and submit related payment documents.
• Assist in scheduling the weekly Seminar Series and Brown Bags for PhD students and Faculty. Create, structure and update the SS calendar.
• Coordinate travel and hotel reservations for Seminar Series speakers.
• Coordinate all logistics such as location, catering, printed materials, etc. for workshops, conferences and events.
• Attend events to provide support if necessary.
• Assist with faculty and PhD student recruiting. Coordinate travel and hotel reservations, create and edit schedules for visits.

Computer/Software Assistance (10%)

• Assist faculty, staff, and student employees with Canvas, scanning, MS office questions and other software as needed. Troubleshoot minor computer/software problems.
• Develop basic technological solutions for projects.
• Troubleshoots problems with printers and copy machines and provides support as needed.
• Maintain appropriate skill level on new equipment and technology.
• Back-up creation and maintenance of department websites and individual faculty profiles.

Miscellaneous (5%)

• Back-up for other Executive Office Administrative Specialists.
• Position may supervise student employees.
• Provide informal orientation and training of other employees.
• Attend workshops and seminars on frequently used software to gain new skills.
• Attending meetings as needed.
• Other duties as assigned.

The employer reserves the right to change or assign other duties to this position

Qualifications

• MINIMUM / ESSENTIAL QUALIFICATIONS:
• High school diploma/GED and four years of related experience. Training/Education may be substituted for some of the years of experience.
• Experience with Microsoft Office (Word, Excel, and PowerPoint) and Google Suite (Gmail, Calendar, Docs, Drive, Forms, and Spreadsheets).
• Proven ability to work both independently and as part of a team.
• Demonstrated ability to maintain productive relationships with others even when faced with conflict.
• Ability to demonstrate an understanding of how their own values and assumptions about equity, inclusivity, and diversity influence decision-making.
• Demonstrated ability to complete tasks methodically with accuracy and attention to detail.
• PREFERRED QUALIFICATIONS / SELECTION CRITERIA:
• At least three years of administrative support
• Experience in managing travel, including hotel reservations and expense reimbursement.
• Ability to be flexible and productive in a multi-task work environment.
• Ability to communicate effectively with a diverse population.
• Experience in event and travel planning.
• Familiarity with UofM financial and other software processes/systems.
• Demonstrated commitment to diversity, equity, inclusion, and accessibility.

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 have the opportunity to complete an online application for the position and attach a 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 or call

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:
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).