Executive Ofc and Admin Spec

The Executive Office and Administrative Specialist (1885) is a 100% full-time position reporting to the DepartmentAdministrator of Architecture, Landscape Architecture and Interior Design (ALI) at the College of Design. The role is critical to the seamless day-to-day management of operations for the academic departments. This on-site position is responsible for the office suite and provides administrative support to the department head and department administrator. Having excellent customer service skills is critical since this position interacts daily in-person, over the phone and through written correspondence with students, faculty, staff, and the broader community.

This position makes and processes most departmental purchases, aids with document preparation, record keeping, report preparation. This position will also provide knowledge and understanding of University, College of Design, and departmental policies and procedures. When requested, this position aids in logistical and catering arrangements for programs and events.

This role will be located on the Minneapolis East Bank campus in Rapson Hall primarily supporting our academic department consisting of the programs in Architecture, Interior Design, and Landscape Architecture. The work is primarily on-site, and may require occasional travel between campuses to support our dual-campus college. There may also be some flexibility for occasional remote work arranged with the supervisor.

Salary range for this position is expected to be $22.71 - $28.09 per hour, depending on the experience and qualifications of the candidate.

Front desk/Faculty/Program Support: 85%

• Office & Facility Management: Overseeing the professional appearance and order of the front office, conference rooms, work areas, and managing the Rapson Hall studios. This includes coordinating maintenance/custodial requests and managing office equipment (troubleshooting, repairs, and inventory).
• Front Desk & Guest Services: Maintaining a continuous presence at the front desk, greeting and directing guests, answering questions, and monitoring the departmental email account.
• Supervision: Hiring, training, supervising, and directing the workflow of student workers, including conducting their annual reviews.
• Financial & Procedural Support: Handling departmental purchases (equipment, supplies), performing financial reconciliation of the PCard, and documenting/establishing departmental procedures.
• Faculty & Staff Support: Providing direct administrative support to faculty, including gathering materials for annual reviews and electronic dossiers, coordinating work requests, managing space reservations (rooms, catering), and assisting with event preparation (signage, name tags, handouts).
  Information Management: Maintaining and updating the departmental calendar, email listservs, and databases, and applying knowledge of University policies related to faculty needs.

Provide administrative support to the Department Head and Associate Head: 15%

• Meeting Management: Overseeing all aspects of faculty meetings, including scheduling, sending invitations, taking minutes (recording), and organizing electronic records.
• Logistical Support: Providing administrative help for events, conferences, and general meetings as requested, including attending meetings, recording minutes, and tracking action items.
• Executive Assistance: Supporting the department head's daily operations, specifically managing their schedule and communications.
• Travel Coordination: Arranging complex travel logistics for external visitors such as scholars, speakers, and critics.
  

Required Qualifications:

• High School Diploma/GED and four (4) years of experience in an administrative office setting. Training/education may be substituted for some of the years of experience.
• Technical proficiency with both Microsoft (Word, Excel) and Google Suite (Docs, Sheets, shared drives) applications.
• Interpersonal & Communication: Demonstrating successful customer service experience, excellent verbal and written communication, and a requirement for confidentiality and diplomacy when interacting with all stakeholders (faculty, staff, administrators, and students).
• Work Ethic & Organization: Being dependable, detail-oriented, and quality conscious, with the crucial ability to prioritize work and manage multiple, competing demands effectively.
• Demonstrated ability to provide customer service to diverse populations.

Preferred Qualifications:

• Demonstrates excellent organizational, time-management, and problem-solving skills.
• Ability to work independently as a dependable team member.
  

Pay Range: $22.71 - $28.09; depending on education/qualifications/experience

Time Appointment Category: 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:

• 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

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.

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