Position Overview

This position is located in the Dean's Office in the College of Education and Human Development. The position provides critical support for key stakeholders in the College of Education and Human Development, including the Dean's Office, Human Resources (HR), Financial Services Office (FSO), Educational Technology Innovations (ETI), Office of Teacher Education, and other collegiate administrative offices, as needed. As a representative of the Dean's Office, this position is the first contact for students, faculty, staff, and external stakeholders. This position reports to the Administrative Office Manager.

The University of Minnesota encourages a healthy work life balance for employees. CEHD is committed to an excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve. This position is hybrid, with three on-campus days required with some other required days in person, as needed.

This position is represented by the AFSCME Clerical Union, Local 3800. The workdays and hours are M-F, 8:00am-4:30pm. The work location is on the Minneapolis campus (Burton Hall). The minimum starting pay for this position is $22.71/ hour ($47,236.80 annually). Final salary offers are dependent on the candidate's experience, skills, and internal equity within the college.

Skills and Competencies of a Successful Candidate:

• Service-oriented with excellent customer service skills and attention to detail.
• Ability to prioritize, organize, multitask, and execute in a fast-paced environment.
• Ability to work independently to initiate and implement tasks and proactively solve problems.
• Strong verbal, written, and interpersonal communication skills.
• Maintain a high level of accountability and confidentiality.
• Embrace and advance diversity, equity and inclusion.

Job Responsibilities

Administrative Support and Office Management (20%)

• Oversee the administrative office and public spaces. Maintain a welcoming and inclusive environment for all students, staff, faculty, and department guests.
• Serve as the first point of contact for general questions for the CEHD Dean's Office. This includes a ssisting guests, answering phones, monitoring email, sorting and distribu ting mail, receiv ing deliveries, and performing routine office tasks, such as scanning, printing, poster printing, and routing documents for signature.
• Maintain knowledge of collegiate departments, programs and centers, policies, and processes to effectively triage and respond to inquiries.
• Monitor inventory and order office supplies for the Dean's Office staff, CEHD s enior management team, Burton Hall public spaces and meeting rooms.
• Manage internal communications systems such as assigned magazine distributions and weekly newsletters, as needed.
• Serve as the information technology and facilities contact on behalf of the Dean's Office and assigned rooms, as needed.
• Provide support with calendar management, domestic and international travel arrangements, coordinate meetings and events (Fall and Spring Assemblies, Block Party, Commencement, etc.), conference room and space reservations for assigned administrative units.
• Manage parking passes, keys, and technology equipment for Dean 's Admin units in Burton Hall .
• Support special projects and assignments as requested.
• Maintain effective organization and documentation of office processes and procedures.

Human Resources Support (35%)

• Serve as HR liaison between assigned administrative units and CEHD Human Resources Office. Attend monthly HR liaison meetings to stay up to date on current HR policies, processes, and changes.
• Maintain and implement a working knowledge of CEHD and University HR policies and practices, and escalate issues to CEHD HR, as needed.
• Submit appointment data (hiring, comp changes, terminations, leaves, etc.) for assigned units to CEHD HR through the PAPAYA system or successor HR system to ensure accurate information and compliance with University and CEHD policies.
• Manage the hiring and onboarding process for college administrators and staff for assigned units.
• Provide search support for all staff and student searches including: draft job openings in the University's recruiting system, provide search materials to search committees including recruiting efforts tracking document and applicant review tracking and other search files; collect implicit bias & confidentiality documents and store in search folder; update candidate statuses in Recruiting Solutions and communicate with candidates throughout the duration of the search; assist with scheduling and communicating with candidates about interviews.
• Ensure HR processes and documentation are completed for hires including: draft and send out offer letters, email new employees hiring paperwork, complete I-9 verification and re-verifications, submit background checks, collect work study forms, collect verification of highest degree, and other onboarding steps as needed.
• Image offer letters and other HR documents into department files and the CEHD electronic personnel file as appropriate in alignment with CEHD and University retention requirements.
• Maintain position management for the assigned administrative units, working with the Administrative Directors and CEHD HR to create and make changes to positions.
• Check bi-weekly payroll pre-confirmation reports and other routine payroll exception reports in order to resolve ahead of biweekly payroll close. Communicate with employees about issues as needed.
• Coordinate persons of interest (POI) requests and submit to CEHD HRMS team for entry. Monitor reports regularly and request ending of POI relationships as appropriate.
• Serve as a resource for employees and students regarding payroll, time/absence, and general human resource related issues and questions. Escalate questions to the appropriate department head and CEHD HR team member on complex questions or policy interpretations.

Financial Services Coordination (45%)

• Identify suppliers, set-up suppliers and professional/consulting services contracts, and communicate with Financial Services Office/Procurement Specialist regarding set-up and contract statuses.
• Initiate, monitor, and document administrative unit purchases and monthly bills (for capital/non-capital items) using UMarket, University purchasing card, invoice payment, or purchase order
• Manage the external sales process for the administrative unit, including initiating contracts, assisting with budget creation, routing contracts for signature, tracking projects, and billing according to the contract schedule.
• Research, troubleshoot, and resolve payment, reimbursement, and billing issues. Proactively communicate with vendors, employees, and customers for resolution.
• Reconcile University purchasing card purchases using EFS.
• Maintain understanding and effectively utilize the chart of accounts, including appropriate fund, program/project, account, and other chartfields to accurately record transactions in the general ledger.
• Review copy, postage, and parking voucher charges on a monthly basis.

Qualifications

Required

• High School Diploma/GED and four years of related office and administrative experience. Training/education may be substituted for some of the years of experience
• Experience using Microsoft Office Suite, Google Workspace, Zoom, and electronic calendaring/scheduling systems
• Experience working with individuals with diverse identities and underrepresented communities

Preferred

• Excellent customer-focus and a courteous professional manner
• Attention to detail, strong organization skills, and effective problem solving
• Interpersonal skills necessary to establish and maintain effective working relationships
• Experience making travel arrangements and planning events
• Ability to work both independently and collaboratively as part of a team
• Evidence of self-initiative and ability to effectively manage competing priorities in a fast-paced environment
• Experience working in an office/administrative environment at the University of Minnesota or another higher ed institution.

About the Department

The College of Education and Human Development (CEHD), the third largest college and the University, contributes to a just and sustainable future through engagement with the local and global communities to enhance human learning and development at all stages of the life span. We know diversity is necessary to do our best work and foster our humanity. That's why the CEHD community is collectively dedicated to cultivating an inclusive and equitable environment, embracing and celebrating all identities of our students, staff, and faculty. These values are also a moral imperative requiring continuous proactive measures and a firm stance against prejudice, discrimination, and systemic injustice.

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).