Executive Office & Administrative Specialist

Bargaining unit consideration begins on 4/24/25 and ends on 5/1/25

100% in office, 10-month appointment. Set hours, Monday through Friday.

The Executive and Administrative Specialist a 100% time (40 hours per week), 10-month, on-campus position supporting the University of Minnesota Duluth's Academic Success Center, which includes the following campus-wide student programs: the Tutoring Center, the Writers' Workshop, Student Success Program (SSP) and first-year experience (UST 1000) courses, University Honors, National Student Exchange, and Undergraduate Research Opportunities Program (UROP). This position is structured for the academic year, with the possibility of some work hours during summer based on Center needs. The ability to handle diverse duties, people, and situations with little supervision is necessary. Good organizational skills and an excellent command of the English language are needed. The individual is expected to gain expertise in the office services and University procedures needed for the programs to run smoothly, effectively assist those involved, and supervise student workers.

DUTIES/RESPONSIBILITIES

PROGRAM SUPPORT (60%)
- Assist the Center manager and the program directors/coordinators in developing the schedule of classes each year
- Enter/update class schedule information in the scheduling system, communicating and coordinating with the Office of the Registrar as needed
- Maintain Center and program records, including but not limited to class schedules, course enrollments, workload reports, course proposals, and financial transactions
- Assign and maintain University Honors 'student group' in PeopleSoft for students in the program, and other student groups for Center programs as applicable
- Provide administrative assistance for the Center's programs and special projects
- Triage and resolve problems as appropriate in response to Center and program inquiries made by faculty, staff, undergraduate and graduate students, student workers, and the general public
- Insert approved UST 1000 instructor information into contract/offer letter templates and email completed documents to the instructors
- Maintain records of faculty course evaluation selections, and coordinate the elective course evaluations for faculty as appropriate
- Collect course and program data for faculty and program directors/coordinators upon request
- Assist program directors/coordinators in evaluating programs and projects and identifying recommendations for improvement
- Write and distribute communications and promotional materials upon request for the Center, courses, programs, and projects (e.g., mass emails, brochures, posters)
- Maintain Center and program websites
- Order materials for the Center manager and program directors/coordinators and faculty/instructors upon request
- Assist in the planning of, schedule, make arrangements for, prepare materials for, and provide on-site staff support for Center and program events, workshops, tabling, promotional events, advisory board meetings, banquets, showcases, etc.; planning and arrangements may include identifying and contacting outside vendors
- Create and maintain student files, and assist in tracking University Honors student activities
- Serve as administrative resource for students in the Center's programs

OFFICE MANAGEMENT (25%)
- Establish and prioritize work goals to execute general office responsibilities effectively and efficiently
- Monitor the Center's email account and disperse necessary information to faculty, staff, and student workers
- Maintain inventory of office supplies, place orders with purchasing card, and document purchases for reconciliation
- Serve as a Center contact for work space and maintenance issues
- Schedule Center meetings and make room reservations
- Write routine correspondence, including meeting minutes
- Maintain documentation/archive of Center policies, procedures, meeting agendas, meeting minutes, etc.
- Provide staff support for search committees in the Center (schedule meetings, schedule candidate visits, maintain committee documents)
- Assist the Center's faculty and staff as needed for making travel arrangements, completing any type of expense report, etc.
- Stay current on training for University systems and procedures including, but not limited to, accounting and finance, class scheduling, websites and accessibility, and marketing/brand standards
- Run reports from University systems as requested by Center manager, program directors/coordinators, and grant recipients (e.g., PeopleSoft, EFS, UM Analytics)
- Assist Center manager in monitoring program budgets
- Assist Center manager as needed in managing their schedule

STUDENT SUPERVISION (10%)
- Coordinate and participate in the hiring process of the Center's front-desk student workers
- Train all student workers
- Create and manage work schedules and approve all biweekly student worker timesheets
- Direct the work of all student workers
- Serve as a primary resource for student workers to answer questions, address challenges, resolve conflicts, and solve problems

MISCELLANEOUS DUTIES (5%)
- Serve on committees as appropriate/assigned
- Maintain current knowledge of University policies and procedures
- Maintain an active interest in improving both personal and professional skills, including required and voluntary training and professional development sessions
- Maintain positive working relationships with campus partners, university departments, and administrative offices
- Perform other duties as assigned

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.

PREFERRED QUALIFICATIONS:
- Education beyond a high school diploma or GED
- More than five years experience in a general office setting
- Supervisory experience
- Expertise in general office skills and customer service
- Ability to determine, organize, and prioritize clerical and scheduling activities and coordinate them among programs and faculty or staff
- Excellent verbal and written communication skills, including the ability to produce and edit correspondence and other documents
- Expertise with database, spreadsheet, and word processing software, including Microsoft Office (Word, Excel, PowerPoint) and Google applications (email, Google Drive, Google Docs, and Google calendar)
- Familiarity with PeopleSoft systems including the Enterprise Financial System
- Familiarity with ChromeRiver
- Website development and management (Drupal)
- Familiarity with graphic design software (Canva or the equivalent)

Pay Range: $24.07-$28.64 per hour; depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 100% appointment.)

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University 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

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.

A cover letter is required to be considered for the position

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.

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

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.

University of Minnesota, Duluth (UMD)

The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report's "America's Best Colleges" issue.

Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs.

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).