Administrative Coordinator

Are you great with details? Do you love building and supporting a streamlined system? And, most importantly: Would you like to put your abilities to work helping to build a more equitable, just, and sustainable future?

The University of Minnesota's Institute on the Environment (IonE) is an interdisciplinary institution that works to accelerate sustainability through collaborative research; leadership and education programming; and public-interest storytelling and communications. This job posting is for an administrative coordinator in the Research & Knowledge Initiatives (KI) team.

We're looking for a resourceful, proactive, creative, and organized colleague, who would enjoy being an integral part of a team of professional research scientists, postdoctoral scholars, and students, supporting our collective work and impact. In this administrative and operational role, you'll...

• Continuously improve program area operations, processes, and workflows, including financial transactions, contract management, and HR processes
• Coordinate and refine the systems, platforms, and resources to strengthen teamwork and organization-wide collaboration
• Provide proactive and solution-oriented administrative and executive assistance to the group director, including complex calendar management
• Coordinate logistics, communications, and technology for meetings, workshops, and events (in-person, hybrid, and virtual).

You might thrive in this role if you enjoy setting up and improving systems; proactively coordinating and driving results for a range of administrative priorities; and working in collaboration with colleagues in a fast-paced environment. Experience integrating - or a desire to learn how to integrate - diversity, equity, inclusion, and justice in your work is also essential, as environmental/sustainability work requires these lenses, and every team at IonE has a role to play in our DEIJ action plan. We are looking for someone who understands and appreciates the behind the scenes and sometimes invisible work that it takes to run complex and collaborative activities both within a program and across the organization.

While serving the KI team, you will have the opportunity and responsibility to be part of the life of the entire Institute through attending monthly all-staff meetings, contributing your skills across IonE when requested, and being part of an administrative team. This role supports researchers and research initiatives and collaborates across IonE's Admin & Operations team.

Salary and Benefits: The starting range for this position is $48-52K, with UMN civil service employee group benefits. There are opportunities to learn more sophisticated skills on the job; for eligibility in the higher end of the range, demonstrated skills across the core principal duties would be expected.

More Details & Working Conditions: Our offices are in St. Paul, MN, and you will be eligible to work remotely 1-2 days per week, in accordance with our flexible work guidelines. This position requires occasional work outside of regular hours, in order to support events and convenings. We encourage applications from individuals who belong to groups that have been historically underrepresented in environmental work and in academia, including those who are Black, Indigenous, and people of color, those with disabilities, and those from LGBTQIA+ communities. IonE offices and meeting spaces are accessible, and the building has accessible gendered restrooms on-site. Non-gendered restrooms are accessible through the tunnel system but would not be considered convenient for regular daily use.
Principal Duties and Responsibilities

The duties listed below are not exhaustive and may evolve and shift with the organizational priorities; percentages represent expected averages over several weeks instead of a strict week-to-week allocation of time. All work is expected to integrate IonE's DEIJ values and implement community norms or explore creative administrative solutions to advance the DEIJ action plan.

Program Admin & Operations - 30%
This category is about facilitating processes and transactions that require collaboration with our admin and operations team members.

• Coordinate team financial transactions, including making purchases, tracking expenses and/or budgets (as assigned), and processing payments
• Support relationships with contractors and external vendors, including setting up contracts, tracking deliverables, and submitting invoices
• Serve as primary contact for HR related matters, as it relates to hiring, onboarding, and offboarding. Facilitate HR processes, including coordinating hiring processes and candidate communications, onboarding new team members, and setting up goal-setting and review cycles
• Identify and investigate problems as they arise; analyze relevant data and consult with others to design solutions, then implement approved solutions.

Assistant to the Director - 30%
This category includes the ways you'll support the team director's work.

• Communicate near-daily on work priorities and support fast-turnaround needs that emerge
• Meet weekly with the director to proactively and efficiently review upcoming activities, prioritize tasks, and help effectively manage their workload
• Manage the director's calendar by scheduling complex meetings and events, coordinating with internal and external stakeholders, prioritizing inquiries and requests, resolving calendar conflicts, and ensuring materials are prepared in advance.
• Assist with drafting and managing correspondence and follow-up
• Make occasional travel arrangements, coordinating bookings and expense reports
• Other duties as assigned

Program Area Coordination - 20%
This category of work is about coordinating teams and processes that make our research team more efficient and effective.

• Coordinate program-area meetings, including scheduling, making agendas and coordinating with facilitators, sending reminders, taking notes, and following up on action items
• Manage, evaluate, and modify filing systems, make recommendations and modify/create workflows for KI administrative processes and procedures to enhance efficiency and effectiveness consistent with IonE and UMN policies and best practices
• Identify gaps and inefficiencies in KI administrative policies/business procedures; research solutions; draft clear, concise department policies/business procedures to align with KI objectives and priorities
• Manage KI space, including visiting offices, and manage IonE event space to ensure that it is welcoming and accessible to employees and guests, including set up/take down
• Manage shared Google drives; monitor, sort, and prioritize incoming emails in shared accounts; and manage Basecamp projects and templates
• Collect data and compile reports on KI activities and outcomes
• Supporting basic website updates (e.g., staff pages, programmatic web pages)
• Assist team members with connecting to IT support and resolving technical issues
• Gain proficiency in UMN policies and procedures and be available to answer day-to-day questions from KI team members

KI Retreats, Workshops, and Events Logistical Support - 10%
This category includes coordination and support for IonE and research project workshops, trainings, and other research-related events.

• Coordinate logistics for team retreats and other team-building activities, including the once-a-semester week-long all staff deep engagement week
• Develop proficiency in managing in-person, virtual, and hybrid meetings, including identifying and coordinating event logistics, running technology for group meetings, workshops, and other gatherings.
• Assist in the planning and execution of research-related events and workshops
• Co-create events checklists and guidance documents with other IonE Operations Associates to create event efficiencies

Community & Continuous Learning - 10%
This category reflects IonE's learning orientation and commitment to professional development and being part of our community.

• Develop or grow your understanding of the intersection of DEIJ principles and how it intersects with your current work and future professional goals
• Follow operations trends and develop your skills, and bring your insights and ideas back to your team, work, and in support of future career development goals
• Other duties as assigned

Qualifications

Required Qualifications:

• BA/BS or a combination of education and work experience equal to four years
  • Experience may include time working in an office environment and/or in a customer service or hospitality position
• Demonstrated commitment to valuing, promoting, and/or advancing diversity, equity, inclusion, and justice efforts
• An ability and willingness to complete required training on UMN systems in a timely manner OR experience with PeopleSoft financials & UMN reporting center
• Strong computer, database, and electronic calendaring skills, including proficiency in (or ability to learn quickly) the suite of Google & Microsoft applications; i.e., Gmail, Google calendar, Google drive, MS Word, and MS Excel
• Experience composing correspondence and preparing concise and accurate materials
• Familiarity with accounting/financial processes; e.g., purchasing, reconciliation, invoicing
• Demonstrated ability to perform structured work assignments with precision and timeliness
• Experience working effectively and collaboratively as part of a team and also working independently with self-direction
• Demonstrated organizational skills with attention to accuracy and detail
• Demonstrated ability to work effectively in a fast-paced, deadline-driven environment

Especially strong candidates are likely to have some but not all (or be interested in developing) the following preferred skills, experiences, and strengths:

• Knowledge of University business procedures and policies or similar processes in a complex organization
• Process improvement and/or project management experience
• Demonstrated the ability to provide direct support, managing complex calendars and proactively providing meeting materials
• Demonstrated ability to coordinate meetings and events, including all logistical and technical details
• Intercultural competency and high emotional intelligence, demonstrating a welcoming and inclusive approach to interpersonal interactions and a team-orientation within IonE and with partners and visitors to the Institute
• Critical thinking, analytical, and problem-solving skills; including the ability to anticipate and recognize issues as they arise, and the ability to make decisions independently within established guidelines and protocols
• Demonstrated ability to handle confidential information and maintain confidential materials with discretion
• Agility and ability to handle multiple responsibilities with high attention to detail
• Adaptability, desire to find creative solutions, and a results-oriented attitude
• Able to give, receive, and ask for feedback to foster growth and development

About the Department

The University of Minnesota's Institute on the Environment (IonE) is a nationally recognized interdisciplinary institution that works to advance sustainability through collaborative research, leadership and education programming, and public-interest storytelling and communications.

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

Informational Webinar: We will hold an informational webinar on Monday, August 26, 10-10:30am CT.

• Register in advance here: https://z.umn.edu/9nea.
• You may submit questions in advance to ensure we have time to address what is important to you.
• The webinar is recorded; please email Ella McClure, mcclu296@umn.edu, for a link to the recording.

How to Apply: The application period will end on September 9, 2024, with the first review on September 3, 2024. We are looking for you to efficiently communicate relevant and/or transferable skills and experience, based on the job requirements and qualifications listed above, that would make you a stellar candidate for this position. Note to candidates who are selected to interview: we may ask you to complete a brief assignment to assess your proficiency on demonstrable required and preferred qualifications listed below.
Please ensure you submit all the below requested materials as PDF files:

a cover letter that describes your qualifications and how this position aligns with your career path,

resume, and

contact information for at least 2 references (i.e., name, title, organization; URL to biographical sketch or similar; address, phone number, and email address; and relationship to the candidate). References will not be contacted until final candidates have been identified, and you will be notified before contacting references.

Applicants are encouraged to indicate their pronouns in their materials.
Questions or barriers to submitting an application? Email ione@umn.edu. We recognize applying takes effort, and we look forward to reading and reviewing your materials.

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).