Program/Project Specialist

The Water Resources Center (WRC) 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 instrumental in ensuring the smooth operation of the WRC's administrative functions while providing crucial assistance in program coordination and event planning. Its diverse responsibilities will include managing the office's day-to-day operations, serving as the primary point of contact for inquiries, maintaining office supplies and equipment, coordinating meetings and events, overseeing office space and access, and supporting new employee onboarding. Additionally, the position will play a key role in communications efforts, including writing and publishing newsletters, maintaining the department's website, and assisting with document proofing and editing. With organizational skills and attention to detail, this person will contribute significantly to the efficient functioning and professional representation of the Water Resources Center.

Our ideal candidate can:

• Independently prioritize work,
• Provide strong customer support for internal and external audiences,
• Communicate succinctly, and
• Solve problems.

The University of Minnesota Water Resources Center serves as a crucial hub for interdisciplinary research, education, and outreach dedicated to addressing water-related challenges. Situated within a state renowned for its abundance of lakes, rivers, and wetlands, the WRC leverages its expertise to advance sustainable water management practices, promote water quality protection, and foster resilience against climate change impacts. Through collaborative partnerships with government agencies, industry stakeholders, and communities, the WRC facilitates innovative solutions, trains future water professionals, and disseminates knowledge crucial for preserving the integrity and availability of water resources for current and future generations.

Position Responsibilities

WRC Office Administration / Program and Operational Support (50% time)

This position will play a critical role in supporting the day-to-day function of the Department's administrative office, in partnership with other administrative staff. Specific duties include:

• Serve as the first point of contact and information resource for the WRC office, including greeting visitors, answering phones, responding to email, and providing general answers to water questions. Handle inquiries of both U of M employees and the public by directing them to the appropriate personnel within the WRC or University.
• Maintain a purchasing card, prepare purchase orders, set up suppliers, request check payments, and assist non-employees with expense reimbursement for the department.
• Manage the physical space and equipment in the WRC.
• Coordinate WRC staff meetings, including arranging guest speakers, sending meeting agendas, and setting calendar invitations and online meeting technology (e.g., Zoom).
• Serve as the access coordinator for WRC spaces, managing requests and maintaining records of all building keys and electronic access.
• Assist with WRC IT needs, including WRC computers, the copier/printer, meeting room technology, and WRC Zoom/virtual meetings.
• Serve as the on-boarding liaison for all new hires to help them become familiar with the office environment, other personnel, and procedures. Support onboarding by purchasing computers, adding to communication lists, taking employee pictures, assigning keys, and other tasks.
• Manage mail and package shipping and receiving for the WRC.
• Compile, edit, and submit faculty and staff award nominations.
• Support WRC leadership with the coordination of research projects, proposal preparation, and reporting.

Communications (40% time)

• Write, edit, publish, and source stories for Minnegram, the WRC's external quarterly newsletter
• Coordinate with the WRC Senior Communications Specialist to write and edit Confluence, the weekly internal WRC newsletter
• Maintain and regularly update content on the WRC website, creating web pages as needed for special projects
• Proof and edit documents as requested by the WRC staff
• Create documents in Adobe Creative Cloud, including flyers, brochures, and others
• Maintain internal and external email and phone lists, including WRC listservs and Google groups

Event planning (10% time)

• Support the planning and executing of WRC functions and events. This may include securing space, managing guest lists, ordering food, registering attendees, coordinating events on-site, assisting with guest speaker travel plans, setting up audio/visual equipment and decorations, and taking down the event.

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. Additional skills and knowledge may be required of individual positions.

Preferred Qualifications:

• Previous experience working in an academic environment and/or in a communications position.
• Knowledge of water resources through education, volunteering or working experiences.
• Experience with event planning and coordination.
• Strong written and oral communication skills.
• Commitment to diversity in the workplace and experience working effectively with individuals from diverse backgrounds.

Location

This position is in St. Paul on the Twin Cities campus. The position is hybrid. It requires being in person 60% (3 days a week) and allows working from home up to 40% (2 days a week) of the time. It may require working evenings when there is an event.

Application Review

Initial applicant review begins September 3

About the Department

The University of Minnesota's Water Resources Center provides leadership in freshwater management through cutting-edge research, educational opportunities for students and professionals, and community outreach. Authorized by Congress as one of the nation's 54 water resources research institutes, we also connect the research expertise at the University to research problems at the national level.

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.

Initial applicant review begins Sept 3rd

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).