Mn Sea Grant Executive Office And Administrative Specialist - Umd

The Minnesota Sea Grant Program (MNSG), a systemwide program of the University of Minnesota, seeks an engaging, detail-oriented, team player to join us at our UMD office in support of our Duluth and Twin Cities staff as an Executive Office and Administrative Specialist. We seek an individual with strong customer service and interpersonal communication skills who can effectively engage with diverse clientele (extension educators, students, supported researchers, program partners, students, staff, and the public). In addition, we seek an organized individual who has good time-management skills and the ability to readily respond to changing circumstances and expectations. A willingness to learn multiple University systems and processes is essential to this role, as is a facility with financial work.
Essential duties include (but are not limited to):

• Prepare and forward financial paperwork to appropriate entities
• Supervise MNSG front-office student workers
• Manage Minnesota Sea Grant spaces
• Plan and coordinate Minnesota Sea Grant events
• Schedule, coordinate, and manage meetings, events, and webinars (in-person, virtual, and hybrid)

Appointment Details:
40 hours per week / 100% position.
This is a hybrid position with the ability to work remotely 1-2 days a week, subject to the units need following the completion of the probationary period .
Hourly/Salary Range: $21.84-$27.30 / hour
Duties and Responsibilities:
Financial Preparer (35%)

• Understand and explain fiscal policies to faculty, students and staff.
• Review and process purchasing card activity by MNSG purchasing card users.
• Ensure purchasing card transactions are in compliance with MNSG and University policies and procedures, and are accurate and properly accounted for.
• Process Travel Authorizations, Cash Advances, and Wire Transfers in accordance with program, college, and university guidelines.
• Prepare supplier authorization forms for new or existing suppliers; generate Purchasing Orders (POs) as needed.
• Manage purchasing activities related to U Market, the University's online marketplace for purchasing goods, including receipt of supplies and equipment.
• Prepare and process all documents related to visiting scholars, Sea Grant Knauss Fellows, students, and scientists.
• Ensure monthly non-payroll stipend and reimbursement payments are dispersed to Sea Grant Knauss Fellows in a timely manner.
• Manage/approve electronic timesheets for student workers.
• Assist with miscellaneous financial matters as requested by the Director.

Office & Administrative Support (35%)

• Provide professional and courteous front office customer service to extension educators, students, supported researchers, program partners, students, staff, and the public.
• Hire, train, and supervise student office workers.
• Manage the distribution of the program's mail and email; delegate appropriately and/or respond as needed.
• Monitor MNSG program email account and forward and/or respond as is appropriate.
• Maintain accurate membership in the MNSG Google Group email account.
• Maintain a calendar of federal, funding agency, and University reporting deadlines and regularly communicate those deadlines to program staff.
• Maintain copiers, A/V equipment, fax machine, laminators, and manage requests for photocopying and scanning as needed.
• Coordinate, manage, order, and distribute office supplies.
• Arrange and track loan-out process for internal and external program equipment and materials (e.g., laptop, projector, cables, displays, tabling supplies, extension and outreach activity materials).
• Manage requests from and the shipping of MNSG materials to partners, collaborators, educators, other Sea Grant programs, and the public (e.g., educational kits, brochures and posters, instructional manuals, lesson plans, other publications).
• Administer an annual inventory of program equipment and supplies as required by the University and program management.

Event Planning and Support (25%)

• Act as primary event planner for the program.
• Serve as a primary point of contact for event vendors (catering, rentals, A/V)
• Support virtual, in-person, and hybrid meeting planning, registration, troubleshooting, and implementation.
• Coordinate, manage, order, and distribute event supplies.
• Distribute, collect, and process program and event evaluations and surveys.
• Work closely with the Director and staff to schedule and manage events and ensure accurate and timely collection and organization of event data including evaluations and surveys (e.g., federally reportable data).

Space Management (5%)

• Track room inventory and usage.
• Coordinate use, troubleshooting, and regular maintenance of technologies in MNSG offices and conference rooms.
• Coordinate Sea Grant room scheduling.
• Work with UMD and UMN Facilities Management to resolve building maintenance problems at MNSG's Duluth and St. Paul offices.
• Maintain bulletin boards and post information in hardcopy as needed.

Other duties as assigned.
Qualifications
Required Qualifications:

• High School Diploma/GED and four years of related Office and/or administrative experience. Training/education may be substituted for some of the years of experience.
• Demonstrated proficiency in Microsoft Office Suite (e.g., Word, Excel, PowerPoint), Google Workspace (e.g., Docs, Sheets, Drive, Gmail, Slides, Forms, Calendar, Meet, Chat), Adobe Acrobat Pro, and database entry and coordination (e.g., FileMaker Pro).
• Demonstrated responsive customer service experience.

Preferred Qualifications:

• A bachelor's degree and four years of Office and/or administrative experience
• Effective verbal, written, and interpersonal communication.
• Ability to work independently and in team settings in a proactive, creative manner.
• Knowledge/understanding of, and adaptability to a higher-education environment with an emphasis on community outreach.
• Experience and commitment to working with diverse groups and knowledge of accessibility principles.
• Knowledge of, or ability to learn, University computer systems and policies related to financial processing and reporting, event planning, purchasing, deposits and related processes.
• Demonstrated skill to successfully organize and assist in event planning.

About the Department
Minnesota Sea Grant (MNSG) is a systemwide program of the University of Minnesota with offices on the Duluth and St. Paul campuses. MNSG is one of the 34 federal-university partnership Sea Grant programs in each coastal and Great Lakes state, Puerto Rico, and Guam. Our mission is to inform and facilitate interaction among the public and scientists to enhance the communities, the environment, and the economies along Lake Superior and across Minnesota's inland waters by identifying information needs, supporting scientific research to address those needs, translating the resulting science into actionable information, and communicating those results to the public.
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
***THIS IS AN AFSCME CLERICAL BARGAINING UNIT POSITION***
APPLICATIONS FROM CURRENT AFSCME EMPLOYEES MUST BE SUBMITTED BY 7 CALENDAR DAYS FOR BARGAINING UNIT CONSIDERATION.
Job Open Date: 11/21/2023
Job Close Date: 12/10/2023
Applications must be submitted online.
To apply for this position, go to http://employment.umn.edu and search for job opening 358735.
Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and 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.
Complete applications must include:

• Cover Letter
• Current Resume
• Contact information for three professional references

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).
If you have started receiving retirement annuity payments from the Minnesota State Retirement System (MSRS) or Public Employees Retirement Association (PERA) your eligibility for this position may be impacted. Please contact OHR Benefits at 1-800-756-2363 for more information.
Veterans and individuals from underrepresented groups are encouraged to apply.
The University of Minnesota is an Equal Opportunity Educator and Employer.
***Smoking and chewing tobacco and the use of electronic cigarettes is prohibited on all UMD property, including indoor facilities, campus grounds and University vehicles.***
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).