Office & Events Administrative Coordinator - PACCS

Office Management & Operations (40%)

• Manages office operations, ensuring a well-organized, efficient, and professional work environment.
• Supervise the shared office email account, providing prompt and accurate responses to inquiries, escalating concerns when necessary.
• Oversee office supply inventory, ensuring seamless procurement and timely replenishment of necessary materials.
• Manage vendor relationships, facility requests, and maintenance coordination to uphold office functionality and workplace safety.
• Lead purchasing processes within the division, utilizing university systems to track transactions, process payments, and ensure timely delivery.
• Direct scheduling and administrative logistics for faculty and staff, including document preparation, meeting coordination, and correspondence.
• Ensure compliance with university policies and procedures in all administrative and operational tasks.

Faculty & Administrative Management (40%)

• Act as a key administrative liaison for faculty, proactively managing inquiries, requests, and operational needs.
• Key player in the faculty evaluation process, ensuring timely collection and submission of necessary documentation while providing faculty with guidance and support.
• Oversee faculty travel arrangements, including booking accommodations, coordinating itineraries, and processing reimbursements through university-approved platforms such as Forma and Chrome River.
• Maintain and optimize record-keeping systems, ensuring accurate data entry, efficient retrieval of information, and proper documentation of faculty-related activities.
• Develop and implement administrative best practices to streamline workflows and enhance efficiency across the division.

Event & Program Management (20%)

• Lead the planning, coordination, and execution of meetings, workshops, student activities, and faculty events, ensuring high-quality experiences.
• Manage event logistics in collaboration with other team members, including venue reservations, catering, audiovisual needs, material preparation, and guest coordination.
• Other duties as assigned
  

Required Qualifications: (Must be documented on all application materials)
BA/BS or a combination of related education and work experience to equal 4 years.
Strong written and verbal communication skills
Proficiency in Microsoft Office Suite and collaboration tools (e.g., Google Workspace, Zoom).
Excellent organizational skills and strong attention to detail.
Ability to work independently to meet deadlines, multi-task, and prioritize projects.
Perform responsibilities with a high level of discretion, integrity, and confidentiality.
Strong organizational and problem-solving skills.

Preferred Qualifications:
Experience in a higher education or healthcare setting.
Familiarity with event management software and social media platforms.
Knowledge of graphic design tools (e.g., Canva, Adobe Creative Suite) is a plus.
Familiarity in using Forma or Chrome River programs

Pay Range: The starting salary for this position ranges from $43,867 to $60,954, based on education and 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 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.

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).