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Apply for Job Job ID364029 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 Working Title: Executive Office & Administrative Specialist Appointment: Executive Office and Admin Spec (1885), Full-time, AFSCME represented Starting Wage: $22 - $25 an hour estimated starting range; depending on qualifications. Office Location: Primarily located in Coffey Hall on the St Paul campus. This position has the option to be 20% remote following an onboarding period which will be fully on campus for approximately 8 weeks. Office Hours: 8:00am to 4:30pm, Mon-Fri (may be subject to change) University Benefits: Information on University of Minnesota Benefits Extension Area: Department of Agricultural and Natural Resource Systems (ANR) Application Deadline: September 1, 2024 About the position: The University of Minnesota Extension Department of Agricultural and Natural Resource Systems (ANR) is seeking candidates with skills to support a team that oversees dozens of programs, which includes hundreds of events, products and resources. Supporting the approximately 100 Extension educators and program coordinators is paramount to team success. Working with this myriad of teams to support personnel, finance, logistics and operational efforts is this position's focus. About the department and organization: The Department of Agricultural and Natural Resource Systems creates and delivers hundreds of research-based educational programs (events, products, and resources) via dozens of teams of campus and field discipline-based personnel. 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 Extension's programming and employee engagementhttps://extension.umn.edu/ Essential Functions: Department Search, Hire and Related Support (25%) Serve as co-primary administrative support for ANR searches: Work with Search Committee Chair/Hiring Authority to develop and post advertisements, manage, file and follow up on applications, communicate with candidates, coordinate, set up and support interviews, Serve as the point of contact and liaison for hiring paperwork and processes, Assist in the coordination of, and provide administrative support in the hiring and onboarding of ANR interns: pre-screen interview set up, obtain and submit information for hires, work with and support internship cohort and supervisors, Coordinate ANR's participation in career fairs seeking potential interns and educators. Department Administrative support (general) (25%) Meeting scheduling and support including travel arrangements, accessible technology coordination, event planning and catering, room reservations, document management, equipment coordination, etc., Submit requests for name badges and request building access for new employees, Office equipment and supply coordination including USPS and mail coordination, Serve as initial contact for in-person and/or phone/online communication, directing requeststo the appropriate person/resource in a professional and respectful manner, Assist ANR department with special projects include Safety of Minors, Qualtrics reports, Google and Smart sheet platforms, etc., Coordinate and implement logistics for ANR intern program, Organize and update electronic filing system for ANR, Provide logistical support for departmental and team webinars, Serve as backup for other Department Administrative Support personnel in their absence, Other related duties as assigned. Department Finance and Planning and Related Support (25%) Financial respo sibilities: P Card usage and reconciliation, department deposits, vendor invoice or purchase orders as needed, Provide administrative support for ANR contract projects, Process finance and planning work requests per organizational ticketing process, Secure and distribute monthly finance reports to discipline teams and program leaders. Administrative support for Department Program Leaders and leadership team (25%): Provide administrative support for department promotion process, Provide administrative support for the ANR new employee cohort program, Schedule and coordinate meetings for Program Leaders, Advisory Committee and Department administration and leadership team members as needed, Provide administrative support to ANR Associate Dean and ANR senior leadership team as needed. Qualifications Required Qualifications: High School Diploma/GED and four (4) years of related office experience to include computer experience. Training/Education may be substituted for some of the years of experience. Demonstrated exceptional customer service skills with diverse audiences; using various methods of communication: verbal, written, electronic, etc. Advanced experience in Microsoft (word, excel, power point),Google Office (creating/editing/sharing docs, sheets, shared drives/folders), and Adobe. Experience successfully organizing documents (both paper and digital). Experience successfully organizing various aspects of in-person events/meetings (reserving meeting/venue, ordering supplies/catering, transportation arrangements, equipment reservation, etc.). Experience managing components of a web/online/virtual conference (Set-up, hosting, recording); Zoom experience highly preferred. Experience working under deadline pressure and adapting to quickly changing situations; includes real time and live document and system communications and updates. Ability to assist and collaborate with multiple groups including educators/leaders, administrators, volunteers, and participants. Additional Requirements: Must be able to work regularly at a dedicated/assigned office in Coffey Hall. Ability to maintain a flexible work schedule. Must have reliable internet if/when working outside of assigned office location. Ability to work on a computer as well as sit or stand for prolonged periods of time. Working ability to perform tasks involving prolonged sitting, standing, bending, or twisting, with occasional exertion (lift, push, pull, carry) of up to thirty (30) pounds of force, and frequent repetitive motions. This position is not eligible for employer sponsored Visa. Preferred Qualifications: Experience creating and editing accessible documents. Project management experience. Demonstrated experience providing support to more than one person. Experience providing search support or in the hiring process. Post baccalaureate education experience About the Department About the department and organization The Department of Agricultural and Natural Resource Systems creates and delivers hundreds of research-based educational programs (events, products, and resources) via dozens of... 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.