Administrative Associate

Hiring Salary Range: $45,000-$55,000 DOQ

This position supports a wide range of office functions including management of the Vice Provost's calendar, scheduling support for the Office for Public Engagement (OPE), events coordination and project management, records support, and general office management. This position is primarily associated with OPE but may occasionally be asked to support events in the other reporting units within the Office of the Executive Vice President and Provost (EVPP).

Key Responsibilities:

Office Operations and Management (30%)

• Oversee daily office operations, including managing records, financial transactions, and procurement.
• Manage purchasing card accounts.
• Work with the Shared Services Team to get monthly financial reports on all OVPPE units.
• Collaborate with other offices, such as Facilities Management and IT, to ensure smooth functioning.
• Maintain office supplies, procure necessary equipment, and ensure compliance with University policies for office purchases.
• Coordinate staff meetings and OPE events, maintaining an updated calendar of events.
• Supervise student employees as needed.

Event and Project Management (30%)

• Organize and manage logistics for events and conferences such as the biannual Public Engagement Conference, the Public Engagement Awards, the Community Engagement Summer Institute, national conferences hosted by OPE, and professional development events. Duties will include venue arrangements, catering and contracts, registration, and working with the Communications Manager to produce program materials.
• Support OPE events by developing budgets, managing vendor contracts, and overseeing event execution.
• Assist with event execution as needed for other OPE reporting units.

Executive Support (20%)

• Manage the Vice Provost's calendar and requests for meetings.
• Manage the Vice Provost's travel reimbursements.
• Serve as a key point of contact for internal and external stakeholders, including faculty, students, staff, and external organizations.
• Complete special projects as assigned in service of VP strategic initiatives, with the potential to include spreadsheet data entry and researching websites.

Staff Support (20%)

• Manage scheduling multi-person meetings for 4-5 OPE staff members.
• Assist with special projects supporting OPE initiatives.
• Manage scheduling, agendas, and notetaking/minutes for OPE-sponsored systemwide councils, including the Public Engagement Council and the Public Engagement Network.

Qualifications

Required Qualifications:

• BA/BS degree or a combination of education and relevant work experience totaling at least four years.
• Strong organizational, interpersonal, and communication skills and a collaborative and proactive mindset.
• Significant experience with event planning.
• Experience managing complex office functions.
• Proven ability to multi-task.
• Strong problem-solving skills, and excellent attention to detail.

Preferred Qualifications:

• Experience working with diverse populations and advancing equity, diversity, and inclusion initiatives.
• Knowledge of the University of Minnesota systems, procedures, and administrative offices and operations.
• Proficiency with Google G Suite.
• Proficiency with Qualtrics.

About the Department

The Office for Public Engagement (OPE) works with programs, departments, and academic units on the five University campuses to establish the institutional culture, policies, and infrastructure that promotes high-quality public engagement to further the University's mission and improve the quality of life of Minnesotans and communities around the world. Additional reporting units include the Center for Community Engaged Learning (CCEL), the University Research and Outreach-Engagement Center (UROC), and the Center for Urban and Regional Affairs (CURA).

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).