Apply for Job Job ID368880 LocationTwin Cities Job FamilyLR-Clerical Full/Part TimeFull-Time Regular/TemporaryRegular Job Code1885 Employee ClassAFSCME Unit 6 - Clerical Add to Favorite Jobs Email this Job About the Job Classification: Executive Office and Administrative Specialist (1885) Position Overview: The Program in Health Disparities Research (PHDR) is seeking an organized, proactive, and detail-oriented Executive Office and Administrative Specialist to join our team. In this essential role, you will provide high-level administrative support to the PHDR Director, faculty, staff, and programs. The ideal candidate is a skilled multitasker with a demonstrated ability to manage and prioritize competing demands, see projects through from inception to completion, and thrive in a fast-paced environment. We're looking for someone with exceptional communication abilities, strong attention to detail, and a consistent track record of meeting deadlines. Success in this role also requires the ability to work independently and collaboratively as part of a diverse, mission-driven team. Candidates should bring experience engaging with individuals from a wide range of backgrounds and a commitment to fostering an inclusive, supportive environment. Position Responsibilities: Administrative/Office Management (25%) Serve as liaison between leadership, faculty and staff. Provide excellent customer service, including ensuring phone line and reception desk is covered when away from the office and inquiries are promptly returned. Serve as office receptionist/information source/first point of contact. Maintain office records and files, including files and documents related to seminars, workshops, hiring, and personnel. Assist with preparing forms to maintain/renew licensure, certifications, and memberships in professional organizations. Assist personnel with ordering and installing software. Assist with data entry and activities related to research projects when necessary, including coverage for project staff in their absences. Handle mail, messages, packages. Order and maintain office equipment and supplies; manage office equipment reservations. Maintain the space schedule for part-time staff and students. Maintain shared network file folder access. Help project staff and students navigate UMN and department systems. Copy and collate materials, run errands, and perform other miscellaneous tasks. Type/transcribe correspondence, meeting minutes and other materials; edit and proof as necessary. Draft and @type routine correspondence, forms, notes and notices to staff, meeting agendas and similar materials. Responsible for ensuring new employees area is set up and assist with onboarding procedures. Other duties as assigned. Financial Processing (25%) Maintenance of high-activity departmental purchasing card, including gathering receipts, justifications and chart strings from faculty and staff, and timely reconciliation of the transactions. Accurately complete and process documents required to support research projects, including but not limited to vendor set-up documents, Contracts for Professional Service, purchase orders, check requests, employee reimbursements. Help ensure requisitions are being routed through the system within the UMNs payment terms. Correspond with staff, faculty and community partners about documentation needed to submit requisitions and status of payments and help new program personnel understand the payment and reimbursement processes. Attend program faculty monthly budget meetings, take notes as necessary. Scheduling (20%) Maintain complex calendars and schedules for faculty; take messages and serve as first point of contact. Assist research staff with scheduling meetings, especially for large meetings with complex schedules. Make meeting arrangements; draft agendas, take minutes & notes, if appropriate. Ensure standing meeting rooms are scheduled and managed with the building manager / room guidelines. Book meeting rooms,arrange for audiovisual equipment and other facilities, order food and supplies, contact speakers and prepare and distribute schedules and notices. Program and Events Support (20%) Serve as staff for committees and work groups as assigned. Assist with seminar/workshop/event arrangements. Help create detailed itineraries for visiting lecturer and researchers, including lodging and travel arrangements. Book meeting rooms, arrange for audiovisual equipment and other facilities, order food and supplies, contact speakers and prepare and distribute schedules and notices. Staff seminars and other events, set up and tear down of rooms, and assure that event proceeds smoothly. Maintain records and gather information/documentation; work with faculty, supervisor and department/center staff to make sure that seminar/event expenses are tracked and charged appropriately. Preparing and editing presentation materials for leadership, faculty, and programs. Helping with drafting tables for grants, reports, and other program materials. Advising other staff on event planning. Schedule and coordinate monthly research presentations. Set-up webinars and meetings using zoom technology. Faculty Support (10%) Provide editing assistance with CVs and biosketches. Assist with financial reimbursements. Facilitate software purchases to ensure compliance with rules and regulations. This position is represented by a bargaining unit, AFSCME Clerical. Bargaining unit consideration begins on June 19, 2025 and ends on June 26, 2025. This position is expected to work regular business hours, Monday through Friday, with a standard schedule of 40 hours per week. Overtime and consecutive Sunday work are not anticipated and would only be required in rare or exceptional circumstances. Qualifications All required qualifications must be documented on application materials. Required Qualifications: High school diploma/GED and four years of related office and administrative experience. Some training/education beyond high school/GED may be substituted for experience. Excellent communication and interpersonal skills, both on the phone and in person, to effectively and appropriately interact with a broad and diverse range of leadership, faculty, staff, students, and the public at various levels. Strong analytical and organizational skills with the ability to manage competing priorities in a fast-paced, deadline-driven environment. High attention to detail, with the ability to follow detailed processes, ensure accuracy in documentation and data, and understand causes as well as effects. Proactive and self-directed; able to take initiative, stay organized, and work effectively with minimal supervision. Proficient in Microsoft Office, Google Apps, and Zoom. Demonstrated experience managing complex calendars and schedules. Preferred Qualifications: Experience with the University of Minnesota financial system (EFS) or a comparable enterprise financial system. Familiarity with citation and reference management tools. Experience maintaining A/V conferencing equipment, set up, and troubleshooting. Demonstrated... For full info follow application link. 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.
