Executive Ofc and Admin Spec

Official title: Executive Office and Administrative Specialist
Job code: 1885
Working title: Division of Basic Sciences Admin

Job Summary:

In this position, you'll provide support for administrative functions, events and marketing, and graduate and training programs. You'll work with our faculty, researchers, graduate students, and staff in the Division of Basic Sciences.

Job Duties (100%)

* Work with grant funded research and researchers to order laboratory supplies, equipment by using software platform and perform invoicing; create purchase orders for equipment and recurring lab services; use the University of Minnesota Enterprise Financial System (EFS) platform for purchasing, travel and expense reimbursement.
* Manage and manipulate spreadsheets including mail merges/data entry.
* Handle confidential material, maintain confidentiality and use appropriate judgment in sensitive situations.
* Schedule meetings, small events; coordinate projects; take and disseminate meeting minutes.
* Accurately complete time-sensitive work with high attention to detail.
* Successfully manage assigned projects maintaining established work standards and procedures.
* Prepare purchase orders for annual service contracts, recurring lab services (e.g., Matheson gas, liquid nitrogen), and other professional services
* Reconcile purchasing cards for the division who holds a Pcard or Travel Card.
* Monitor all accounts, and coordinate with local finance lead in obtaining regular updates (monthly) on account balances
* Order office supplies (UMarket, Amazon Business, FedEx) equipment's, and maintain records of use for the division, consult with Department Admin as needed.
* Miscellaneous office duties- receiving and distributing mailing in 17th & 18th floors, create and pay for shipping and receiving packages, requesting repairs, arranging lab certifications, within the division errands, etc.
* General Office responsibilities for the division including faxing, filing, copying, answering the phone, manage calendar schedule for conference rooms 17-165 & 18-211, manage calendars per division faculty request.
* Paying memberships and subscriptions for faculty, staff, and students/residents in the division
* Travel arrangements including conferences when paying with own PCard
* Support and organize division meetings, events, visitors, scheduling, room reservations, communication, ordering food, prizes, awards, parking accommodations, honorariums, etc.
* Requesting and processing student awards within the division, including requesting checks, communications, and other duties.
* Assisting with courses, seminars, printing services, and presentations for the division when needed.
* Initiate PRFs for the division and route to the Department admin
* Paying for blanket orders (Vestis, Water, Loffler, Matheson, etc.)
* Other assigned duties by Department Administrator

The duties will require some light to moderate lifting; walking and standing for long periods of time; and an evening may be needed occasionally for meeting, symposia attendance.

Required Qualifications

* High School Diploma/GED plus four years of related experience as an office assistant or administrative assistant. Training/education may be substituted for some of the years of experience.
* Must be able to work in a fast paste environment with competing priorities.
* Demonstrated experience in using interpersonal, organizational, and problem-solving skills, multi-tasking in a fast-paced environment, working independently, showing initiative, and meeting deadlines.

Preferred Qualifications
* Computer experience, with demonstrated proficiency in Microsoft Office Suite and Google Applications.
* Excellent oral and written communication skills, which includes writing clear, concise letters or e-mail messages with accurate spelling, punctuation, and grammar.
* Demonstrated/documented exceptional interpersonal skills and professional demeanor.

The University of Minnesota School of Dentistry is the state's only dental school and the only dental school in the northern tier of states between Wisconsin and the Pacific Northwest. The School of Dentistry advances health through scientific discovery, innovative education, and the highest quality care for all communities. Our impact extends beyond dental offices to classrooms and clinics throughout the region. We educate dentists, dental specialists, dental therapists, dental hygienists, dental educators, and research scientists.

Pay Range: $22.17 - $28.39 depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University 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 Tuition Benefit Program
• 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
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

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.

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

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.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

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).