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Executive Ofc and Admin Spec

Company University of Minnesota
Location Minneapolis-Saint Paul, MN
Update 8 Day ago

High school diploma/GED and 4 years of related office experience. Training or education may be substituted for some of the years of experience.
Computer experience required, must be proficient with MS Word, PowerPoint and Excel and Google Apps. Demonstrated attention to detail, thoroughness, and accuracy, problem solving skills and excellent communication skills.
Proven timeliness in performing work and attention to deadlines, demonstrated strong communication (written and oral) and interpersonal skills.
Proven strong organizational skills.
Demonstrated strong technology skills with a willingness to learn new technologies to be able to serve as point person/mentor for others, including staff, faculty and students.
Demonstrated team work.
Commitment to building a culture that respects and embraces diversity, inclusion, and equity.

University experience, including working knowledge and experience using EFS, PeopleSoft and faculty support.

About the Job

This position is covered by the AFSCME Clerical Union. Union/Fair share deductions may be made.
Office Management and Administrative Support – 30%
In coordination with other staff member, monitor department email throughout the day and respond to faculty and staff requests in a timely manner, this includes copy requests, room reservations, supply ordering, travel arrangements, purchasing, food orders and other requests as needed.
Monitor multiple Gmail calendars, booking conference rooms and scheduling meetings as needed.
Create and maintain processes and procedures to ensure consistency and accuracy in department flow.
Greet visitors, handle their inquiries, and direct them to the appropriate persons according to their needs. Answer phones and transfer calls as appropriate.
Order departmental supplies and maintain storeroom, including troubleshooting printers and copiers.
Compose routine correspondence and reports with excellent working knowledge of Word, PowerPoint, Excel and Google Apps.
Work with External Affairs Coordinator to maintain and update information on CHRLS web site utilizing Drupal; post syllabi, monitor and update faculty, PhD students and Center pages as appropriate. Assist with yearly updates on all faculty pages.
Keep inventory and check out system for department laptops, projectors, clickers, and conference phone.
Assist with facility requests such as light bulbs, trash questions, etc. as needed.
Minor amount of cleaning: Ensuring general office space, conference room, refrigerator, and microwave are clean.
Assist with orientation of PhD’s, visiting PhD’s, faculty, adjunct faculty, staff and students on policies and procedures and where to find help or information as needed.
Faculty and Instructor Support – 30%
Set up laptops and projector for presentations, assist with classroom AV/IT issues if needed.
Coordinate travel arrangements for faculty and visitors and create itineraries for distribution.
Help to coordinate Seminar series with faculty, communicating with speakers and assisting them with travel and reimbursement.
Oversee the Seminar Series to ensure that travel arrangements are made and reimbursements are processed.
Provide Essential Program Assistance & Facilitate Outreach Activities - 25%
Assist with coordination and logistics for CHRLS conferences and events, including facility, catering and lodging arrangements. Assist with set up and tear down, assist with signage, and staff registration desk.
Assist with electronic Alumni Newsletter and HRIR Student Newsletter, formatting stories and articles, inserting photographs and editing, troubleshooting as needed and sending utilizing mass email system Exact Target.
Coordinate meetings with advisors, special events, and staff meetings.
Perform EFS Tasks and Monitor Budget - 15%
Enter WOrg and CHRLS financial transactions into EFS (create requisitions, receiving, and bills); establish and maintain customers/vendors.
Monitor payment of EFS invoices.
Coordinate and process faculty reimbursements.
Reconcile discrepancies in EFS (returns, disputes etc)

***The Employer retains the right to change or assign other duties to this position.***

Pay range: $15.70 - $26.41 hourly

About the Department

As an international leader in research, education, and outreach, the Center for Human Resources and Labor Studies (CHRLS) is dedicated to the study and teaching of human resources and industrial relations (HRIR), managing and leading people and organizations, and all facets of the employment relationship. Along with our highly regarded degree programs, we maintain a specialized reference library, research institute, active alumni association, and an outreach unit that provides non-credit training to the labor movement.
This position is the primary administrative person for the Center for Human Resources and Labor Studies (CHRLS) and the Department of Work and Organizations. The Administrative Specialist is responsible for program and administrative support, faculty support and financial transactions.

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 cover letter and resume.
Additional documents may be attached after application by accessing your "My Activities" page and uploading documents there.
To request an accommodation during the application process, please e-mail or call (612) 624-UOHR (8647).


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:

Background Check Information

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.