Administrative Assistant for Soil, Water, and Climate

The department of Soil, Water and Climate is seeking a Program / Project Specialist to provide administrative and communications support for a 100% time (40 hours per week), 12-month, continuing appointment. This position is in St. Paul on the Twin Cities campus. The position is hybrid. It requires being in person 4 days a week (Monday - Thursday) and allows working remotely on Fridays to start. After an initial training period of 6 months the position may shift to in person 3 days a week and allows for working remotely 2 days a week. It may require working evenings when there is an infrequent event.

About the Role
The individual in this position will have a wide variety of responsibilities that are critical to the department's ability to fulfill its commitment to students, researchers, faculty, constituents, and the profession. Independent prioritization of work, strong interpersonal and communications skills, strategic planning, and problem solving are needed on a frequent basis.

This position will have a wide variety of responsibilities and play a critical role in supporting the day-to-day function of the Department's administrative office; and helping the Department fulfill its commitment to students, researchers, faculty and constituents. Part of our Department culture is working collaboratively with each other. We try to foster this by supporting staff to:

• Develop effective working relationships with other administrative staff within CFANS and across departments.
• Serve on collegiate committees and initiatives.
• Coordinate flex-time work schedules, and vacation time with other staff members to help provide back-up and office coverage.
• Assist other staff during high volume times.
• Participate in training opportunities to develop or hone skills related to the duties of the position.
• Support employee engagement activities for the Department.

Position Duties
Examples of job duties include the following categories. This position will be cross trained on all the following with other SWAC Department staff. These duties are not all daily, some are monthly, annually or as needed.

• Support of the Soil, Water and Climate Head & Administrative Office (45%)
  • Be first point of contact for incoming web, phone and in-person inquiries; Handle inquiries of both U of MN and SWAC employees and the public by answering their questions, directing them to the appropriate personnel and problem solving.
  • Prepare and sort incoming and outgoing mail and packages; and assist with Dept mailings and special Depart projects involving shipping and receiving.
  • Conduct inventory and order supplies for front office and administrative activities; via UMarket, Amazon, etc.
  • Establishing and helping to maintain digital records and files to improve internal communication of departmental information including providing regularly updated phone lists, physical and electronic directories, and handbooks.
  • Maintain a Purchasing Card, prepare purchase orders, request check payments, and assist non-employees with expense reimbursement for the department.
  • Assist with scheduling Department community meetings, as well as helping create the agenda with the Department head and AD and taking minutes at the meeting.
  • Compile, edit, and submit faculty and staff award nominations and proposals.
  • Work with Department Head and Administrative Director to develop and implement strategic initiatives that further the Department's teaching, research, extension, and outreach mission
  • Support Department Head in coordinating annual Promotion & Tenure and Faculty review process; including assisting faculty with preparation of dossier and other materials related to their Promotion and Tenure
  • Coordination of Departmental committee assignments
  • Coordinate guest/visitor travel arrangements, schedules, etc.
  • Provide support at Department events.
  • Ad-hoc member and support Dept Social Committee.
  • Maintain department listservs and Google groups, monitor bulletin boards and directories.
  • Develop and update procedural guides.
• Operational, Technology and Program Support (40%)
  • Assist with Departmental IT needs, including departmental computers, the copier/printer, classroom technology, and departmental Zoom/virtual meetings.
  • Assist with on-boarding and off-boarding procedures. Including, adding to listservs, taking employee pictures, assigning keys and helping new employees become familiar with the office environment, other personnel, and procedures.
  • Assist with identifying and scheduling outside consultants/vendors for office renovations.
  • Assist with the logistics associated with office moves and larger furniture and equipment purchases.
  • Process undergraduate and temporary/casual hiring requests in compliance with SWAC, CFANS, and UMN hiring practices and policies.
  • Use CFANS template letters to send approved offer letters to undergraduate and temporary/casual hires with guidance and direction provided by the SWAC administrative director and CFANS HR.
  • Process I-9 verification and for new employees in SWAC, following University and Federal guidelines.
  • Serve as the Access Coordinator (DAC) for Borlaug Hall, Soil Science, Corp Service and research (for SWAC), managing requests and maintaining records of all building keys and electronic access
  • Schedule and oversee the use of departmental conference and seminar rooms (using Google Calendar and ASTRA)
• Special Projects Coordinator (15%)
  • Develop, lead, and/or contribute to goal-driven special projects that further the Department's mission (ie. planning and coordination of special seminars and other events)
  • Work with the administrative team and/or faculty on one-time and recurring projects (ie. event planning on both a small and large-scale, group travel arrangements, etc.)
  • Provide input to and assist, as needed, the Communications and Relations Coordinator on communication-related projects
  • Other special projects on an ad hoc basis as assigned by the Department Head and/or the Administrative Director

Qualifications

Required Qualifications:

• High school diploma/GED and five years related experience to include project management. Coursework in a related field may substitute for some years of experience.
• Computer experience including databases, spreadsheets, word processing and email. Proficiency with Microsoft Word, Excel, and Gmail.

Preferred Qualifications:

• Experience managing multiple office responsibilities simultaneously; complete tasks that require attention to detail, prioritize workload, work independently, follow-up and meet deadlines
• Organizational, problem solving and analytical skills.
• Written and verbal communication skills.
• Experience working with diverse populations and respect for various cultures.
• Customer service skills.
• Experience working with student records and confidential materials.
• Experience with University systems (reimbursements, travel, and purchasing)

About the Department

Soil, Water and Climate is an administrative unit within the College of Food, Agricultural and Natural Resource Sciences (CFANS). The mission of the Department of Soil, Water, and Climate is to advance the understanding of Earth system processes and the interaction among land, atmosphere, and water. Through research, teaching, and outreach we seek to: Improve and protect the quality of soil, air, and water resources in natural and managed ecosystems; enhance agricultural and forest productivity and sustainability; predict and mitigate impacts of environmental and climate change on ecosystems and society; and provide science-based knowledge for improved decision making and a better-informed citizenry.

The College of Food, Agricultural and Natural Resource Sciences is located centrally within the Twin Cities, which is a major metropolitan region surrounded by the most abundant agricultural and natural resources in the country. This provides a unique opportunity to develop programs in a region with the highest concentration of leading agribusiness and food firms in the country and internationally.

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 be given 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) 624-8647.

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).