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Executive Office and Administrative Specialist, Minnesota Sea Grant

About the Job:
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.

  • Job Type: Staff
  • Application deadline: 12/10/2023
  • Organization: Minnesota Sea Grant - University of Minnesota - Duluth
  • Qualifications: 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.
  • How to apply: Apply on website:https://hr.myu.umn.edu/psc/hrprd/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_SCHJOB_FL&ACTION=U&FOCUS=Applicant&SiteId=1&
  • Location: Duluth, MN
  • Web address: https://hr.myu.umn.edu/psc/hrprd/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_SCHJOB_FL&ACTION=U&FOCUS=Applicant&SiteId=1&

Contact Information

Alex Frie
afrie@umn.edu
nahar.16@osu.edu

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