Executive Office & Administrative Specialist, Department of Agricultural and Natural Resource Systems

Working Title: Executive Office & Administrative Specialist

Appointment: Executive Office and Admin Spec (1885), Full-time, AFSCME represented

Starting Wage: $22 - $25 an hour estimated starting range; depending on qualifications.

Office Location: Primarily located in Coffey Hall on the St Paul campus. This position has the option to be 20% remote following an onboarding period which will be fully on campus for approximately 8 weeks.

Office Hours: 8:00am to 4:30pm, Mon-Fri (may be subject to change)

University Benefits: Information on University of Minnesota Benefits

Extension Area: Department of Agricultural and Natural Resource Systems (ANR)

Application Deadline: September 1, 2024

About the position: The University of Minnesota Extension Department of Agricultural and Natural Resource Systems (ANR) is seeking candidates with skills to support a team that oversees dozens of programs, which includes hundreds of events, products and resources. Supporting the approximately 100 Extension educators and program coordinators is paramount to team success. Working with this myriad of teams to support personnel, finance, logistics and operational efforts is this position's focus.

About the department and organization: The Department of Agricultural and Natural Resource Systems creates and delivers hundreds of research-based educational programs (events, products, and resources) via dozens of teams of campus and field discipline-based personnel. University of Minnesota Extension is a major outreach arm of the University of Minnesota with a mission to serve the public through applied research and education. Our mission is to make a difference by connecting community needs and University resources to address critical issues in Minnesota. Extension strives to attract and retain high-quality, passionate employees, and weave diversity, equity and inclusion into all aspects of Extension's programming and employee engagement https://extension.umn.edu/

Essential Functions:

Department Search, Hire and Related Support (25%)

Serve as co-primary administrative support for ANR searches:

• Work with Search Committee Chair/Hiring Authority to develop and post advertisements, manage, file and follow up on applications, communicate with candidates, coordinate, set up and support interviews,
• Serve as the point of contact and liaison for hiring paperwork and processes,
• Assist in the coordination of, and provide administrative support in the hiring and onboarding of ANR interns: pre-screen interview set up, obtain and submit information for hires, work with and support internship cohort and supervisors,
• Coordinate ANR's participation in career fairs seeking potential interns and educators.

Department Administrative support (general) (25%)

• Meeting scheduling and support including travel arrangements, accessible technology coordination, event planning and catering, room reservations, document management, equipment coordination, etc.,
• Submit requests for name badges and request building access for new employees,
• Office equipment and supply coordination including USPS and mail coordination,
• Serve as initial contact for in-person and/or phone/online communication, directing requests to the appropriate person/resource in a professional and respectful manner,
• Assist ANR department with special projects include Safety of Minors, Qualtrics reports, Google and Smart sheet platforms, etc.,
• Coordinate and implement logistics for ANR intern program,
• Organize and update electronic filing system for ANR,
• Provide logistical support for departmental and team webinars,
• Serve as backup for other Department Administrative Support personnel in their absence,
• Other related duties as assigned.

Department Finance and Planning and Related Support (25%)

• Financial responsibilities: P Card usage and reconciliation, department deposits, vendor invoice or purchase orders as needed,
• Provide administrative support for ANR contract projects,
• Process finance and planning work requests per organizational ticketing process,
• Secure and distribute monthly finance reports to discipline teams and program leaders.

Administrative support for Department Program Leaders and leadership team (25%):

• Provide administrative support for department promotion process,
• Provide administrative support for the ANR new employee cohort program,
• Schedule and coordinate meetings for Program Leaders, Advisory Committee and Department administration and leadership team members as needed,
• Provide administrative support to ANR Associate Dean and ANR senior leadership team as needed.

Qualifications

Required Qualifications:

• High School Diploma/GED and four (4) years of related office experience to include computer experience. Training/Education may be substituted for some of the years of experience.
• Demonstrated exceptional customer service skills with diverse audiences; using various methods of communication: verbal, written, electronic, etc.
• Advanced experience in Microsoft (word, excel, power point),Google Office (creating/editing/sharing docs, sheets, shared drives/folders), and Adobe.
• Experience successfully organizing documents (both paper and digital).
• Experience successfully organizing various aspects of in-person events/meetings (reserving meeting/venue, ordering supplies/catering, transportation arrangements, equipment reservation, etc.).
• Experience managing components of a web/online/virtual conference (Set-up, hosting, recording); Zoom experience highly preferred.
• Experience working under deadline pressure and adapting to quickly changing situations; includes real time and live document and system communications and updates.
• Ability to assist and collaborate with multiple groups including educators/leaders, administrators, volunteers, and participants.

Additional Requirements :

• Must be able to work regularly at a dedicated/assigned office in Coffey Hall.
• Ability to maintain a flexible work schedule.
• Must have reliable internet if/when working outside of assigned office location.
• Ability to work on a computer as well as sit or stand for prolonged periods of time.
• Working ability to perform tasks involving prolonged sitting, standing, bending, or twisting, with occasional exertion (lift, push, pull, carry) of up to thirty (30) pounds of force, and frequent repetitive motions.
• This position is not eligible for employer sponsored Visa.

Preferred Qualifications:

• Experience creating and editing accessible documents.
• Project management experience.
• Demonstrated experience providing support to more than one person.
• Experience providing search support or in the hiring process.
• Post baccalaureate education experience

About the Department

About the department and organization

The Department of Agricultural and Natural Resource Systems creates and delivers hundreds of research-based educational programs (events, products, and resources) via dozens of teams of campus and field discipline-based personnel.

University of Minnesota Extension is a major outreach arm of the University of Minnesota with a mission to serve the public through applied research and education. Our mission is to make a difference by connecting community needs and University resources to address critical issues in Minnesota. Extension strives to attract and retain high-quality, passionate employees, and weave diversity, equity and inclusion into all aspects of Extension's programming and employee engagement https://extension.umn.edu/

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 on the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position. Please attach the following required application materials :

Cover letter

Resume - Your resume must include all your education and experience as it relates to the required qualifications. The initial HR screening process focuses primarily on the resume.

Names and contact information for three professional references will be required during the interview process.

Additional documents may be attached after the application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. See full instructions, https://hr.umn.edu/Jobs/Applicant-Center/Help-Job-Applications/Using-Job-Application-System .

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).

Diversity

The University of Minnesota and Extension recognize and value 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).