Administrative Assistant
University of Minnesota Extension is hiring an executive office and administrative specialist. The person hired may choose to be located in Mankato, Worthington, or Willmar Regional Office. The primary responsibilities for this position include supporting the financial and human resources teams. Job ID 361872 https://hr.myu.umn.edu/jobs/ext/361872 First review of applications June 23 The University of Minnesota is an equal opportunity employer and educator. ABOUT THIS POSITION This is a vital administrative support position that is key to the daily program and administrative office operations of the Extension Regional Office, which supports regional and statewide program delivery. They interact frequently and collaboratively with other Extension regional and county office staff across the region and state. Job Duties and Responsibilities: Financial Management Support 45% In collaboration with the Extension Finance and Planning team: Attend finance training and function team meetings Identify problems and offer solutions to help resolve financial practices impeding effective and efficient operations Reinforce messages regarding University and Extension financial policies and procedures Applying University policy and procedures knowledge, complete financial tasks for sponsored and non-sponsored funds using Enterprise Financial System (EFS), Chrome River, and other University/Extension financial processes: Maintain and monitor program account strings (chart of accounts) Reconcile, validate, and verify financial transactions on sponsored and non-sponsored accounts Prepare and provide financial reports Serve as a Chrome River navigator for employee expense reimbursements Process non-employee expense reimbursements Reconcile your p-card and the p-cards of other staff within your unit/department who do not have EFS access Set up suppliers. Create requisitions for purchasing and receiving purchases Prepare forms for contracting for professional services and enter requisitions Initiate paperwork for payments (e.g., invoice, stipend, honorarium, single payment, special check request) and/or process as the voucher specialist. Initiate paperwork for wire transfers and route for processing Initiate the paperwork for revenue/expense transfers to correct charges May be called upon to serve as a merchant manager for the credit card machines Prepare, process, and track agreements (e.g., facility use and lease, external sales, purchasing, collaboration, and forms) Initiate the paperwork for invoice request forms and route to the accountant for processing Initiate requests for certificates of insurance Human Resources Search Support 45% In collaboration with the Extension HR team Work with the Search Committee Chair/Hiring Authority to manage applications, communicate with candidates, coordinate interviews, and support interview day Work with Extension Communications/function team to finalize and post advertisements Follow up with candidates to ensure all relevant information is met and are in application materials Liaison for hiring paperwork and process Work with candidates and search committee members on logistics, travel reimbursements, and also things like catering for search committee members during interviews Track Short-Term Hires and Summer Interns through application and acceptance, including managing paperwork submission Gather information and create HAT (Hiring Authorization Tracking) General Office Support 10% Greet walk-in traffic, answer phone calls, and respond to inquiries and online communication Maintain equipment, including loaner inventory, workroom, office supply inventory, and make necessary purchases. Handle the office mail system, including maintaining the postage meter. Work with vendors, including obtaining estimates for office supplies, equipment, and services. Schedule/maintain the schedule for office meeting rooms and public access to technology. Maintain and report problems with Regional Office conference room technologies. Maintain documents with office operations and policies, including the staff directory, office space map, evacuation procedures, etc. Maintain the filing system for historical records and disposal, civil rights, etc. Orient new and existing employees on office hardware and practices (i.e., mail, keys) Serve as the county connection to support phone book listings, signage, University branding, etc. As requested, assist with projects and events; this may include making copies, arranging for food, securing a venue, or other logistics tasks Use a purchasing card to make purchases (e.g., conference registrations, supplies, meeting catering, and room reservations) and reconcile the P-card Prepare deposits for Extension programming, refunds, and other income received Check out the credit card machine and compile the related paperwork to forward to the regional merchant manager Collect employment paperwork for local and regional employees Assist with office organizing and other administrative tasks, and provide backup support when needed Qualifications Required Qualifications: Four years of experience in an office setting and/or a combination of experience and post-high school education and/or training to include: Advanced experience with Microsoft (Word, Excel, etc.) and Google Suite applications (Google Docs and Sheets, Google Drive, etc.) and internet browsers and searches Experience formatting, drafting, or writing routine to complex correspondence, reports, and meeting materials Ability to work in and with diverse groups and underrepresented populations and communities Excellent written and oral communication skills Skilled at working with details, managing workflow, and meeting deadlines Customer service experience Working ability to perform tasks involving prolonged sitting, standing, keyboarding, reading a computer screen, and bending or twisting, with occasional exertion of up to thirty pounds of force Additional Requirement: Valid drivers license and access to vehicle with required insurance as some travel will be required to conduct day-to-day business, including bank deposits, the post office, picking up food for meetings, etc.; may also travel to provide on-site support for events. Must be able to work regularly at a dedicated/assigned Extension Office. Must have reliable internet if/when working outside of assigned office location. Typical work hours will fall between 7:30 am and 5 pm, with occasional requirements for evenings, weekends, and overtime Preferred Qualifications: Experience setting up in-person and virtual meetings and coordinating small events Expert-level customer service skills, including both in person, on the phone, electronically, and virtual Excellent organization and filing system skills Experience supporting more than one professional at a time and prioritizing work Excellent interpersonal skills; willing to work as a team to complete projects Knowledge and understanding of financial policies and procedures Understanding of financial systems in large organizations Experience preparing financial reports, gathering information, and managing data Experience handling cash Experience using credit card machines Experience handling sensitive and confidential information Knowledge and understanding of Human Resource policies and procedures About the Department ABOUT EXTENSION 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 Extensions programming and employee engagement. Find further information at, https://extension.umn.edu/. Benefits Working at the University At the University of Minnesota, youll 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 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: Please indicate your office location preference(s). 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). For questions about this position contact: Christy Kallevig, Regional Director, kallevig@umn.edu. For questions about applying online, contact: Tiffany McMillan, Extension Human Resources, tiffmcm@umn.edu. 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.
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Higher Education
Administrative
Full-time