Join a thriving intellectual community that attracts curious and committed colleagues as UMF's Receptionist/ Office Associate!

The University of Minnesota Foundation (UMF) is a key partner with the University in building and sustaining excellence among students and faculty, and fueling discovery in important areas. The Foundation accomplishes this by raising gifts and other private resources, investing and managing endowed funds for long-term growth, and stewarding gifts to ensure they are used as donors intend.

This is a full-time in the office position, serving as the first point of contact for the Foundation Office, and is vital in creating a professional image for the organization. While leading UMF's front office, this position works to create an integrated, high functioning customer experience. The ability to provide clear and accurate information in a personable and professional manner to all constituents is critical to the organization's success. This position has the authority to make decisions and changes that affect office operations.

Working with the Director of Workplace Operations and UMF staff, the Receptionist/ Office Associate provides support and assistance for the Foundation that is essential for delivering high quality support services to our staff of approximately 250.

Hours: 8:00am to 4:30pm M-F (with a 30-minute lunch break) (Summer hours: 7:30-5:00 M-Th; 8-12 F)

Starting salary: $48,000- 55,000 based on experience.

Responsibilities:

Front Office Reception / Administrative Support (100%)

• Serve as point of contact for the Foundation, in person and over the phone, to receive donors, staff, University leaders and community partners and volunteers, explaining complex policies and procedures, independently addressing inquires and solving problems and re-directing to appropriate staff as necessary. Provide accurate and excellent customer service.
• Responsible for monitoring and answering the UMF main phone line and general email account: greet callers, establish purpose of call, route to appropriate team. Possess a basic working knowledge of the University system to be able to make accurate referrals
• Coordinate with UMF staff and collegiate partners to manage office access and reception coverage for meetings and events taking place in the office.
• Maintain security access data for UMF staff and collegiate partners, in partnership with building management at the McNamara Alumni Center
• Manage general office supply inventories and ordering process for the organization and provide assistance with special orders as requested by departments, ensuring budgeting accounts are charged accurately.
• Assist with the processing of UMF mail; coordinate and track courier requests
• Serve as the contact for equipment service and maintenance
• Partner with administrative staff of the UMF executive leadership team, the People, Culture and Operations team, and other departments to provide coordination and support of visitors, including distribution of welcome packets, parking validation, and other guest needs
• Serve as primary support for Organizational Development & Learning as well as Diversity, Equity & Inclusion programming, including planning and calendaring of activities, gathering and preparing material, taking notes and other needs as designated
• Assist with coordinating arrangements for the boardroom and other meeting spaces, including calendar coordination/reservations, reception services, room set-up, material and refreshment distribution, and maintenance and janitorial services
• Manage operations and aesthetics of the office, including maintaining clean and organized lobby and common office spaces (i.e. supply rooms, break areas, etc.)
• Provide accurate information, assistance and support in response to questions about events and activities of the Foundation, including knowledge of on-site and off-site functions. Assist with event reception and support as appropriate.
• Collaborate with UMF staff to create operational processes to ensure efficiencies for UMF
• Contribute to UMF's values and commitment to anti-racism and social justice through actions and behaviors that foster a welcoming community of belonging, equity, diversity, and dignity in people and ideas.

Demonstrate commitment to valuing diversity and contributing to an equitable and inclusive working and learning environment (exhibit 100% of the time)

• Continuous learning of diversity, equity and inclusion practices for oneself and team via training, podcasts, articles, etc.
• Seek to explore and understand cultural differences and create a culture of belonging
• Develop and employ anti-racist practices and principles to accomplish work
• Advocate for employees of all ethnicities, genders, ages and backgrounds
• Cultivate and develop inclusive and equitable working relationships with employees, colleagues, stakeholders, etc.

Qualifications

Required Qualifications:

• High school diploma/GED and four years of related office experience beyond high school
• Demonstrated front desk/receptionist/customer service experience in a professional office environment preferred
• Excellent interpersonal and communications skills (both written and oral) and organizational skills
• Demonstrated experience problem solving and researching, with critical thinking ability. Ability to work independently and balance multiple competing demands in a service-oriented, teamwork-driven office environment
• Ability to prioritize activities and achieve excellent customer service while ensuring timely completion of assignments.
• Ability to independently determine, organize and prioritize the office's logistics and administrative activities, and coordinate them across the organization.
• Demonstrated intermediate skills in Microsoft Office to include Word, Excel and PowerPoint
• Previous experience managing multiple user and calendar accounts and schedules
• Demonstrated skills working within a database
• Ability to handle confidential information with discretion.
• Commitment to quality, professional presence and high performance standards.

Preferred Qualifications:

• Training/education in office management, business administration, or related field.
• Previous experience using the Google suite
• Experience working in higher education

American with Disabilities Act (ADA) Requirements:

Office environment including standing and sitting at desk, use of computer, occasional lifting of approximately 10#.

About the Department

At the University of Minnesota Foundation (UMF), our mission is to connect passion with possibility, inspire generosity, and support greatness at the University of Minnesota by placing donors at the heart of everything we do and every decision we make. UMF is a nonprofit organization responsible for raising and managing gifts to the University of Minnesota.

For more information about UMF, please visit https://give.umn.edu/about/about-umf.

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 employ@umn.edu or call (612) 624-8647.

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

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).