Office Manager

Bargaining unit consideration begins on 05/08/2025 and ends on 05/14/2025.

Pay rate: $23.16 - $31.54 per hour.

Schedule: 40 hours per week, Monday through Friday.

Position Overview:

The Office Manager (Executive Ofc and Admin Spec, 1885) supports day-to-day operations and provides administrative support to the faculty, staff, and students in the Department of Anthropology and the School of Music. They will oversee and provide coordination for multiple academic and departmental functions such as hiring processes, event planning, and general office coverage. The person in this position will work closely with the Department Administrators and Chairs. They will serve as a resource for questions about departmental processes and university policy for the duties they are responsible for. This work requires a high level of self-direction, organization, collaborative effort, attention to detail, effective communication, and the ability to prioritize and manage workflow.

This is a 100%, 12 month continuous position represented by the AFSCME Unit 6 - Clerical bargaining unit. This is an in person role with some hybrid flexibility. Typically this position works in person five days a week during the academic year on the Minneapolis campus with some hybrid work capabilities possible over the summer.

To be considered for this position, please provide a resume and cover letter.

Job Duties/Responsibilities:

General Administrative Support (75%)

• Serve as the primary point of contact for general inquiries from faculty, staff, students, and visitors at the front desk reception area; direct questions to appropriate resources when needed via in-person, phone call and email. Independently initiates inquiries and resolves problems as they arise.
• Oversee student worker supervision.
• Maintain Department files and archives, including course files, in compliance with University document retention guidelines. Evaluate and modify filing and archive systems as needed.
• Coordinate graduate student and adjunct faculty office space assignments.
• Serve as a resource on fiscal policies and procedures, assist with or initiate TDX tickets for fiscal support as needed.
• Coordinate and manage administrative tasks related to academic and performance activities.
• Maintain knowledge of general office supply quantities and place orders for additional supplies through U Market and through Printing Services as needed.
• Regularly update department written and online content. Update and manage internal contact lists, organizational charts, and communication distribution lists.
• Serve as a point of contact for matters related to building access, request for building maintenance, and serve as Department Facilities Representative (DFR).
• Provide scheduling assistance and coordinate meetings.
• Prepare and edit documents, correspondence, agendas, and reports. Maintain accurate administrative files in accordance with University policies.
• Support planning and logistics for internal events such as faculty meetings, retreats, and guest speaker visits.
• Assist with creating and distributing meeting materials.
• Assist with short-term projects and initiatives, as assigned.

Event Support in the Department of Anthropology (25%)

• Provide support for multiple large and small events throughout the year by managing catering, reservations, travel and technology logistics, honorariums and reimbursements, etc.
• Plan and provide logistical support for internal and external department events including the annual Berdahl Lecture, graduate student interviews and recruitment events, and colloquia.
• Develop budgets and track spending for department events.
• Serve as primary contact for speakers. Arrange travel, lodging and reimbursement for out-of-town speakers. Assist with reimbursements as needed.
• Arrange space, catering, technical support, lodging and honoraria as needed. Secure necessary permits. Serve as primary contact for vendors. Review and advise on contracts for catering, housing, venue, etc.
• Initiate and maintain email accounts for conference guests.
• Coordinate student volunteers.
• Publicize events through posters, social media, emails and UM Events.
• Provide support to external events sponsored by the department and serve as primary contact for organizers.
• Provide support to the department administrator with logistics for new hires. Place ads, schedules search committee meetings, interviews, maintains accurate records, tracks recruitment efforts, arranges candidate visits, and sets agendas.
• Logistics and preparation for Visiting Scholars.
• Schedule rooms for events and ad hoc meetings.

Other duties as assigned according to departmental and collegiate needs.

** The employer reserves the right to change or assign other duties to this position**

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. Computer experience required. Specific knowledge/skills may be required.
• Prociency using Microsoft Office, Google Suite, and other common office software managing databases, email, google workspace, and cloud-based collaboration tools.
• Excellent written and oral communication with clear and concise writing skills.
• Excellent organization skills and ability to complete projects in a timely manner.
• Ability to maintain confidentiality when managing private data/information.
• Strong customer service skills.

Preferred Qualifications:

• Prior University of MN work experience with knowledge of University systems such as PeopleSoft, CCS, etc.
• Ability to multitask, prioritize work, and independently solve problems.
• Ability to independently perform duties with strong attention to detail and accuracy.
• Dependable team member, demonstrative record of timely attendance and collaborating with other team members.
• Experience working with faculty, staff, and students from diverse backgrounds.
• Experience answering a front desk phone and assisting walk-in visitors to an office.
• Experience supervising or directing the work of others.

About the College of Liberal Arts

Home to the arts, social sciences and humanities disciplines and programs, the College of Liberal Arts is the largest college in the University of Minnesota and comprises 31 academic departments, and over 20 interdisciplinary research centers and administrative/support units. CLA has over 1,300 faculty and staff spanning research, teaching, advising, outreach, and administrative functions. CLA units reside in over twenty buildings on the East Bank and West Bank of the Twin Cities campus. CLA enrolls nearly 13,000 undergraduate students, over 40% of the undergraduate enrollment on the Twin Cities campus, 1,400 graduate students, and has an annual all-funds budget of $290 million.

CLA is a destination for curious, compassionate individuals who are committed to making our increasingly interdependent and diverse global community work for everyone. That foundational commitment begins in our CLA Constitution. CLA is committed to increasing enrollment of underrepresented and under-resourced students, diversifying our faculty across all disciplines, recruiting, and retaining a diverse staff, and promoting the expression and exploration of diverse perspectives and viewpoints-so that we all gain the background knowledge and analytical skills we need to understand and respect differences.

Diversity, Equity, and Inclusion in CLA

Working in CLA

The Benefits of Working at the U

Pay Range: $23.16 - $31.54 per hour; depending on education/qualifications/experience

Time Appointment Category: 100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 100% appointment.)

Position Type: 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

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

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 be considered for this position, please provide a resume and cover letter.

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).