Executive Office & Administrative Specialist - SUA Administration
University of Minnesota, Twin Cities
Location: Minneapolis, Minnesota
Salary: 39416.00 - 60070.40
Internal Number: 352181
POSITION OVERVIEW: The Executive Office & Administrative Specialist* position provides administrative support for the department and handles the day to day management of the administrative office and is the first point of contact, interacting with all areas of the organization. In addition to providing support, the position supervises a small team of student employees, providing development and coaching, along with delegating administrative tasks and project work. This position reports to the Student Unions and Activities Director.
*This is an AFSCME - Clerical labor represented position. The salary range for the position is $18.95 - $28.88, depending upon qualifications, and offers a flexible hybrid work schedule (mixture of on campus and work from home).
DUTIES AND RESPONSIBILITIES:
Department Admin Support and day to day operations (50%) Manage department accounts and billing to include office equipment and cell phones, plant services, various departmental accounts, software licensing, etc. Order and purchase office supplies, services and equipment, oversee office equipment maintenance Mail/Deliveries: UPS/Amazon Returns process & USPS mail (this includes building tenants); serve as primary point of contact for mail and packages Meeting support: - Reserving rooms and coordinating supplies for department meetings - Oversight of internal SUA meeting room calendars - Coordinate ordering of office supplies for administrative floor and area offices - Assist Budget manager with oversight of operations budget - Assist in coordination of office moves & phones (w/ designated Building Services staff) - Coordinate employee offboarding and provide offboarding checklist to departing employees - Coordinate department resources to include staff apparel, nametags, managing organizational charts, some technology support - Oversee staff access for departmental Google Groups, sites, and listserv maintenance, department contact list, department shared drives, internal conference rooms, etc.
Supervise Admin Student Managers (25%) Train, oversee and delegate tasks to administrative students Sort Mail and received packages, purchasing office supplies HR onboarding support for staff/students - (I-9s, COVID-19 vaccination verification) Manage staffing for 5th floor reception desk Maintenance of the 5th floor breakroom and supplies
Administrative Assistance to SUA Director and Leadership Team (20%) Assist with department internal communications Project support for SUA Leadership Team Coordinate travel logistics and reimbursements Create and edit presentations Manage special projects as needed for department units Assist with on-boarding duties of staff and students Provide assistance in scheduling meetings on Director’s calendar Assist with logistics involved in staff professional development, travel logistics, expense reports Board of Governors (BOG) support: - Assist director in coordinating the BOG annual schedule - Assist director in coordinating reservations for regular meetings and retreats
Other Duties and Special Projects As Assigned (5%)
QUALIFICATIONS: Essential 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. - Experience working in a diverse and dynamic environment. - Experience with Google suite, MS Excel, Word and PowerPoint Office Suite. - Must have customer service orientation, excellent communication skills including verbal, written and listening; an ability to interact effectively and establish cooperative working relationships with people at all levels of the organization and requires a high level of professionalism.
Preferred Qualifications: - Experience working at University of Minnesota. - Experience working with college students or within a student union. - Familiarity with Student Development Outcomes. - Ability to multi-task and handle frequent interruptions. - Able to work independently and show initiative.
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.