Quick Summary
The Minnesota Sea Grant Program (MNSG), a systemwide program of the University of Minnesota, seeks an engaging, detail-oriented, team player to join us at our University of Minnesota Duluth office in support of our Duluth and Twin Cities staff as an Executive Office and Administrative Specialist. We seek an individual with strong customer service and interpersonal communication skills who can effectively engage with diverse clientele (extension educators, students, supported researchers, program partners, students, staff, and the public). In addition, we seek an organized individual who has good time-management skills and the ability to readily respond to changing circumstances and expectations. A willingness to learn multiple University systems and processes is essential to this role, as is a facility with financial work.
Essential Duties
- Prepare and forward financial paperwork to appropriate entities
- Supervise MNSG front-office student workers
- Manage Minnesota Sea Grant spaces
- Plan and coordinate Minnesota Sea Grant events
- Schedule, coordinate, and manage meetings, events, and webinars (in-person, virtual, and hybrid)
Quick Link
Applications must be submitted online. To apply for this position, go to http://www.umn.edu/ohr/employment/ and search for job opening 358735. You will be given the opportunity to complete an online application and attach a resume and cover letter.
Quick Reference
- Who's hiring: The University of Minnesota Sea Grant College Program
- Job title: Executive Office and Administrative Specialist
- Job code: 1885
- UMN Job ID: 358735
- Full/part-time: Full-time (40 hours/week)
- Location: Duluth, Minnesota (hybrid)
- Application open date: November 21, 2023
- Application review date: December 10, 2023
Who We Are
Minnesota Sea Grant (MNSG) is a systemwide program of the University of Minnesota and one of 34 federal-university Sea Grant partnerships across the country that bring applied water science to communities. MNSG’s extension educators, researchers and communicators work with community members, local decision-makers, policy leaders, and personnel from resource agencies, business and industry to protect, enhance and restore habitats, ecosystems and the services those ecosystems provide. We are what makes the University of Minnesota a Sea Grant institution.
About the Position
This position is a permanent, 100% time, appointment with benefits, and is with the University of Minnesota Sea Grant College Program. Compensation for this position is dependent upon qualifications and is expected to range between $21.84-$27.30 per hour.
Position Responsibilities
- Financial Preparer (35%)
- Understand and explain fiscal policies to faculty, students and staff.
- Review and process purchasing card activity by MNSG purchasing card users.
- Ensure purchasing card transactions are in compliance with MNSG and University policies and procedures, and are accurate and properly accounted for.
- Process Travel Authorizations, Cash Advances, and Wire Transfers in accordance with program, college, and university guidelines.
- Prepare supplier authorization forms for new or existing suppliers; generate Purchasing Orders (POs) as needed.
- Manage purchasing activities related to U Market, the University’s online marketplace for purchasing goods, including receipt of supplies and equipment.
- Prepare and process all documents related to visiting scholars, Sea Grant Knauss Fellows, students, and scientists.
- Ensure monthly non-payroll stipend and reimbursement payments are dispersed to Sea Grant Knauss Fellows in a timely manner.
- Manage/approve electronic timesheets for student workers.
- Assist with miscellaneous financial matters as requested by the Director.
- Office and Administrative Support (35%)
- Provide professional and courteous front office customer service to extension educators, students, supported researchers, program partners, students, staff, and the public.
- Hire, train, and supervise student office workers.
- Manage the distribution of the program’s mail and email; delegate appropriately and/or respond as needed.
- Monitor MNSG program email account and forward and/or respond as is appropriate.
- Maintain accurate membership in the MNSG Google Group email account.
- Maintain a calendar of federal, funding agency, and University reporting deadlines and regularly communicate those deadlines to program staff.
- Maintain copiers, A/V equipment, fax machine, laminators, and manage requests for photocopying and scanning as needed.
- Coordinate, manage, order, and distribute office supplies.
- Arrange and track loan-out process for internal and external program equipment and materials (e.g., laptop, projector, cables, displays, tabling supplies, extension and outreach activity materials).
- Manage requests from and the shipping of MNSG materials to partners, collaborators, educators, other Sea Grant programs, and the public (e.g., educational kits, brochures and posters, instructional manuals, lesson plans, other publications).
- Administer an annual inventory of program equipment and supplies as required by the University and program management.
- Event Planning and Support (25%)
- Act as primary event planner for the program.
- Serve as a primary point of contact for event vendors (catering, rentals, A/V)
- Support virtual, in-person, and hybrid meeting planning, registration, troubleshooting, and implementation.
- Coordinate, manage, order, and distribute event supplies.
- Distribute, collect, and process program and event evaluations and surveys.
- Work closely with the Director and staff to schedule and manage events and ensure accurate and timely collection and organization of event data including evaluations and surveys (e.g., federally reportable data).
- Space Management (5%)
- Track room inventory and usage.
- Coordinate use, troubleshooting, and regular maintenance of technologies in MNSG offices and conference rooms.
- Coordinate Sea Grant room scheduling.
- Work with UMD and UMN Facilities Management to resolve building maintenance problems at MNSG’s Duluth and St. Paul offices.
- Maintain bulletin boards and post information in hardcopy as needed.
Other duties as assigned.
Working Location
This position will be located at the University of Minnesota Sea Grant (MNSG) Program’s Chester Park Building offices on the University of Minnesota Duluth campus. This is a hybrid position with the ability to work remotely 1-2 days a week, subject to the units need following the completion of the probationary period.
Code of Conduct
Contribute to a respectful workplace as a Sea Grant team member. Ensure diverse and inclusive programming with attention to affirmative action and commitment to civil rights. Follow the University code of conduct regarding authorship, research, financial transactions, expense reimbursement, vacation and sick leave reporting, use of supplies and office equipment, supervisory duties, use of controlled substances, outside consulting, and use of the University of Minnesota and Sea Grant names and Sea Grant's non-advocacy role.
Minimum Requirements
Eligible applicants must meet all of the following required qualifications:
- High School Diploma/GED and four years of related office and/or administrative experience. Training/education may be substituted for some of the years of experience.
- Demonstrated proficiency in Microsoft Office Suite (e.g., Word, Excel, PowerPoint), Google Workspace (e.g., Docs, Sheets, Drive, Gmail, Slides, Forms, Calendar, Meet, Chat), Adobe Acrobat Pro, and database entry and coordination (e.g., FileMaker Pro).
- Demonstrated responsive customer service experience.
Preferred Qualifications
Best applicants will also demonstrate the following preferred qualifications:
- A bachelor’s degree and four years of office and/or administrative experience
- Effective verbal, written, and interpersonal communication.
- Ability to work independently and in team settings in a proactive, creative manner.
- Knowledge/understanding of, and adaptability to a higher-education environment with an emphasis on community outreach.
- Experience and commitment to working with diverse groups and knowledge of accessibility principles.
- Knowledge of, or ability to learn, University computer systems and policies related to financial processing and reporting, event planning, purchasing, deposits and related processes.
- Demonstrated skill to successfully organize and assist in event planning.
Benefits
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 Scholarship
- 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
Please visit the Office of Human Resources website for more information regarding benefits.
How to Apply
This is an AFSCME clerical bargaining unit position. Applications from current AFSCME employees must be submitted by 7 calendar days before bargaining unit consideration.
Applications must be submitted online. To apply for this position:
- Go to UMN HR Search Jobs
- Search for job opening 358735
- Application open date: November 21, 2023
- Application review date: December 10, 2023
Complete the online application and attach all of the following required documents:
- Cover letter
- Current resume
- Contact information for three professional references
To request an accommodation during the application process, please email employ@umn.edu or call (612) 624-UOHR (8647). If you need a reasonable accommodation for any part of the application and hiring process, please contact a University of Minnesota Access Consultant at 612-624-3316.
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 University of Minnesota, visit http://diversity.umn.edu.
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. Veterans and individuals from underrepresented groups are encouraged to apply. The University of Minnesota is an Equal Opportunity Educator and Employer.
If you have started receiving retirement annuity payments from the Minnesota State Retirement System (MSRS) or Public Employees Retirement Association (PERA) your eligibility for this position may be impacted. Please contact OHR Benefits at 1-800-756-2363 for more 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.
Smoking and chewing tobacco and the use of electronic cigarettes is prohibited on all UMD property, including indoor facilities, campus grounds and University vehicles.
Email application procedure questions to umdjobs@d.umn.edu.
Contact
Alex Frie, research and fellowship coordinator, Minnesota Sea Grant, University of Minnesota and University of Minnesota Duluth.
Additional Information
Minnesota Sea Grant is part of the National Oceanic and Atmospheric Administration's (NOAA) Sea Grant Program, which supports 34 similar programs in coastal states throughout the United States and Puerto Rico. It receives funding through the NOAA - Office of Oceanic and Atmospheric Research and the University of Minnesota. The program partners with local, regional and national organizations and is an integral member of the Great Lakes Sea Grant Network.