Executive Office & Administrative Specialist

Qualifications

Required Qualifications: High School Diploma/GED and four years of related office experience. Training/education may be substituted for up to two years of experience. Computer experience required.

Selection Criteria/Preferred Qualifications: Experience providing excellent customer service and in building rapport with diverse teams. Ability to work independently. Evidence of ability to work in a fast-paced environment and prioritize multiple tasks. Excellent organizational skills. Excellent verbal and written communications skills with ability to proof and format manuscripts and other materials. Expertise in Moodle or Canvas instructional software. Demonstrated proficiency in MS office, Google applications and Adobe Acrobat. Demonstrated experience in maintaining webpages using Drupal. Evidence of trouble-shooting problems with computers and office equipment.

About the Job

POSITION DESCRIPTION

DEPARTMENT OF APPLIED ECONOMICS

Job Class and Title: 1885 – Executive Office and Administrative Specialist Hourly Salary Range: $15.94 – $26.81 (DOQ)

Position Number: 222481

FLSA Status: Non-Exempt

Job Family: A – Clerical, AFSCME Unit 6. Dues or Fair Share deductions will be made.

Supervisor: Administrative Director

Daily Work Assignments: Faculty and professional academic staff

Unit Overview: The Department of Applied Economics offers highly ranked programs in teaching, research, and extension. The Department also has several centers that strengthen the academic programs and provide opportunities for students and faculty in research, policy and industry outreach. The Department has a distinguished faculty, many of whom have won University and national awards for outstanding teaching, outreach, and published research. Faculty work in a variety of fields broadly defined as Food Systems, Environmental and Resource Economics, Growth, Development and Trade, and Public Sector Economics. Please visit the Department website at http://www.apec.umn.edu for further information.

Responsibilities: This position has independent responsibility for providing office services and support for faculty members’ teaching, research, extension, outreach, and service activities. The person in this position also provides some technical and informational support to the Department. The position also is responsible for providing backup support to other staff in similar positions within the department.

1) Faculty and Program Support (65%)

Serve as the administrative support for The Food Industry Center (TFIC). Maintain the TFIC website; handle the logistics for Industry Luncheons and other TFIC-sponsored events; correspondence. Manage the logistics for non-TFIC conferences and lectures: Arrange space, hotel contracts, catering, order supplies, event scheduling, A/V reservations and set-up, communications, registration, expense reimbursements, schedules, create and assemble conference materials (handouts, name tags).

Accept, prioritize and complete assignments for a faculty group (9-12 members). Type, proof, and format manuscripts for academic journals and other outlets. Write and send correspondence. Assist with compiling information and materials for reports. Perform data entry. Develop and maintain course websites using Canvas. Update faculty web pages on the departmental website using Drupal. Photocopying, faxing and scanning. Supervise and assign work for student employees assisting with special projects and general office support. Pick up, sort and send mail. Hard copy filing, replenish office supplies, distribute and request publications. Arrange meetings and schedule appointments. Greet and direct visitors; respond to requests. Maintain cleanliness in the main office areas.

2) Department Technical Support (30%)

Coordinate training, use, set-up, and maintenance of departmental audio/visual equipment for faculty, staff and students. This includes check-out laptops, portable projectors, and other equipment. Work with Classroom Technical Services on projecting equipment in conference rooms 119 and 230. Troubleshoot problems for users of departmental equipment. Maintain the calendars for the departmental check-out equipment and conference rooms in Google Calendar. Regularly review the calendars to alleviate scheduling conflicts.

Provide software use support and training opportunities for faculty, staff and students in the department on Microsoft software, Adobe software, Gmail, Google Calendar, and other office software as needed.

3) Teamwork, Training and Back-Up Duties (5%)

Coordinate flex-time work schedule and vacation time with other staff members to help provide back-up office coverage. Assist other staff as needed. Attend software training sessions as required by department program needs. Other work-related duties may be assigned.

Salary and Benefits

Hourly Salary Range: $15.94 – $26.81. Salary is competitive and commensurate with experience and qualifications, and not based on commission. Fringe benefits include employee health, dental, and faculty life/disability insurance, social security, retirement, and opportunities for promotion and professional development. University of Minnesota employees are eligible for tuition scholarships from 75-100% for undergraduate, graduate, and professional programs.

Position is represented by AFSCME Clerical Bargaining Unitl Dues or Fair Share deductions will be made.

Starting Date : Negotiable upon offer. Preferably early June 2018.

How To Apply

Apply online at: http://employment.umn.edu and search for Requisition #323750. Please submit all materials online. Position is open until filled.

A COMPLETE application must include:
1) Cover letter outlining how your career goals, training, and experience support your candidacy

2) Resume or curriculum vitae

3) Contact information for a minimum of three references who can comment on your abilities and experience

Email inquiries about the position are welcome, but formal application process is required. Contact Missy Sullivan at missy@umn.edu with questions.

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: http://diversity.umn.edu.

Background Check Information

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.