Required qualifications:
High school diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience. Computer experience required.
Preferred qualifications:
The ideal candidate has experience in a college or university setting. Experience with scheduling and operations is strongly preferred.
The St. Paul Administrative Cluster has an immediate opening for an Administrative Assistant. The Administrative Assistant is part of an administrative team that is vital to the mission of the Department of Plant and Microbial Biology (PMB); the Department of Ecology, Evolution, and Behavior (EEB); the BioTechnology Institute (BTI); and the Microbial and Plant Genomics Institute (MPGI) in the College of Biological Sciences (CBS). This role serves as the front line for helping faculty, students, staff and the public feel welcomed and supported in a professional service setting. This position receives calls, emails, and in-person requests from faculty, students, staff, other University and external offices and problem solves to provide the most fitting information and assistance, including referrals to appropriate staff and University offices. The Administrative Assistant helps to ensure the smooth operations of the Department by fielding initial inquiries about services; supervising student employees; assisting with purchases; maintaining the Department's electronic record keeping systems; maintaining departmental listservs; maintaining departmental websites; and serving as liaison to other internal and external units. The front office is the hub from which a significant number of Departmental events originate, and the front office staff help to manage preparations for these efforts and events. As there are regular changes in student staffing and procedures, the Administrative Assistant must have a strong ability to adapt to
change.
40% Operations Support & Project Management
- Provides support to the Department Heads
- Ensures regular mail pick-up and delivery via FedEx, USPS, and DHL. Ensures receipt and distribution of mail
- Process outgoing mail and packages.
- Maintains office supplies levels, keeps supplies and storage areas organized, and serves as key department contact for ordering departmental supplies and office equipment
- Serves as key contact and delivers first level troubleshooting for maintenance of office equipment
- Supervision of student workers
- Supervises and trains student workers, assigns tasks, and coordinates student workers’ hours
- Updates and maintains lab rosters for EEB, PMB, BTI, and MPGI, ensuring up-to-date information for use by office personnel
- Updates and maintains departmental and Institute signage and directories
- Assists Department's electronic records keeping by entering data into the system and retrieving information for data reports
- Assists with annual collection of teaching evaluations.
- Facilities access and coordination
- Triages facilities concerns that are brought to the front desk, ensuring timely address according to SPAC protocols
- Receives requests for rooms, and schedules rooms for Departmental needs and Department heads
- Acts as back up Departmental Facilities Representative, processing key and U-card access requests in accordance with SPAC, CBS, and University policy.
20% - Communications & Events Support
- Updates and maintains Department and Institute websites; maintains digital departmental directories
- Creates and maintains listservs, ensuring up-to-date information
- Creates and maintains intradepartmental Google Sites
- Compiles content for and designs/composes departmental and Institute newsletters
- Processes and distributes departmental mass mailings.
- Provides support for Departments’ seminar series, including securing necessary permits and coordinating event set-up
- Assists with travel arrangements, including booking flights, hotels, cars, and other travel-related needs for departmental seminars and events
- Assists with logistics for major departmental events including, but not limited to invitation, correspondence, site logistics, vendor negotiation, menu creation, production of name tags, and preparation of RSVP lists
15% - Serves as Departmental Office Receptionist
- Greets visitors to the St. Paul Administrative Cluster front office, makes them feel welcomed and ensures their inquiries and requests are appropriately addressed
- Receives and addresses in-person, email, and telephone inquiries made to SPAC for information and services, such as purchasing, personnel, facilities, and events
15% - Finance and Accounting Support
- Primary requisition preparer for U Market ordering within Cluster and labs
- Processes expense reimbursements for departmental visitors
- Acts as accounting support back up for SPAC when needed, including processing purchase order
requests, ordering for labs via PCard, and reconciling charges in accordance with College and
University policy.
10% - Additional St. Paul Administrative Cluster Details
- Performs other duties as assigned or necessary to accomplish the Departments’/Institute’s
mission and the College’s strategic and operational objectives.
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 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-UOHR (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.