Executive Office And Administrative Specialist

Priority consideration for this position begins on March 14, 2024 and ends on March 21, 2024.
This position is a 100% time, continuous appt with a schedule of 8am-4:30pm (some room for minor flexibility)
The starting pay rate for this position is $21.84/hr.
The Executive Office and Administrative Specialist in the Department of Education in the College of Education and Human Service Professions (CEHSP) provides support to students, faculty, and departmental leadership. The responsibilities of this position include administrative and student support in undergraduate and graduate programs; department and Department Head support; data support; technology and purchasing; faculty hiring and recruiting support; and general office activities. This position also serves as the Graduate Program Coordinator. Collaboration with other units in the college and UMD include, but are not limited to, the Office of Accreditation, Licensure, and Field Experience (ALFE) and the UMD Graduate School. This position is directly supervised by the Department Head.
Undergraduate Programs (25%)

• Data management and tracking in support of the Block Application admissions
• Student registration and permission number support
• Maintain student records and facilitate completion of key forms
• Update program websites
• Program Coordinator support

Graduate Programs (20%)

• Assist the Director of Graduate Studies (DGS)
• Serve as Graduate Program Coordinator
• Provide administrative support for the Community College Teaching Certificate
• Answer inquiries from prospective students and applicants
• Coordinate the admissions process
• Guide students through program, college, and university policies and procedures
• Track and review student degree clearance and coordinate with DGS, faculty advisor, and Registrar's Office
• Create marketing materials, coordinate advertising, and host recruitment events

Department and Department Head Support (25%)

• Provide administrative and logistical support for department, program, and governance meetings
• Coordinate departmental digital signage and social media
• Update and maintain departmental web pages
• Update signage and directories for departmental offices, order and maintain records of keys
• Facilitate work orders with Facilities Management
• Schedule meetings and manage Department Head calendar
• Administrative support for Department Head, including facilitation of forms requiring signature and assistance with tracking completion of required projects and tasks

Data Support (15%)

• Coordinate with ALFE to ensure reports are collected in preparation for meetings
• Maintain and update key assessment chart and track faculty submission of key assessment data in Tk20
• Manage shared network and Google drives
• Assist with CACTE agenda and notes
• Manage department drawer in Perceptive Content

Technology and Purchasing (5%)

• First level technical support for department faculty, including photocopier
• Purchase office supplies and other miscellaneous items

Faculty Hiring and Recruiting (5%)

• Staff support to faculty search committees
• Post faculty positions and place advertisements
• Manage logistics of candidate visits and interviews

Other duties as assigned (5%)
Qualifications
Required Qualifications

• High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience. Experience with collaborative computer platforms and database navigation.

Preferred Qualifications

• Web page design
• Academic event planning

Benefits
Working at the University
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
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.
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.
Required application materials to include:

Letter of Application

Resume

*References will be required for finalists.
Please send any inquiries to:
Eric Torres
torrese@d.umn.edu .
Diversity
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
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.
About the U of M
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).