Extension Regional Office Administrative Assistant (Crookston or Moorhead)

Working Title: Extension Regional Office Administrative Assistant

Appointment: Full-time, Executive Office & Administrative Specialist (1885), AFSCME Clerical

Office Location: Option of Crookston Regional Office or Moorhead Regional Office

Hours: Within 7:30 am to 5:00 pm (M-F), along with hybrid option after the first 12 weeks

Wage Range: $23.51 - $29.07 per hour; depending on education, qualifications, experience

Reports To: Regional Director

Apply By: January 28, 2026

About the Position

This is a vital administrative support position that is key to the daily program and administrative office operations of the Extension Regional Office, which supports regional and statewide program delivery. They interact frequently and collaboratively with other Extension regional and county office staff across the region and state.

Job Duties and Responsibilities:

Volunteer Management & Systems Support (45%)

• Manage the volunteer screening and rescreening processes, including tracking applications, background checks, orientation, Safety of Minors training, and re-enrollments.
• Communicate what screening materials are needed to applicants and staff
• Assist the Extension educator (and county support staff when applicable) in screening volunteers
• Train county program and support staff in volunteer screening management process and roles
• Maintain volunteer database accurately and in a timely manner
• Track completed volunteer training
• Generate accurate and timely reports at the direction of the Extension educator
• Assist the Volunteer Systems Extension educator with volunteer communication materials
• Participate in work-related training and other business of the program

Digital Learning & Data Support (45%)

Independently but in alignment with Extension Learning Technologies' guidelines:

• Provide general support for adding and formatting information and materials in various digital learning formats
• Serve as webinar assistant for educational webinars as requested
• Build participant surveys using provided questions and enter offline responses
• Understand and apply accessibility guidelines regarding digital learning products. This could include editing captions, creating transcripts, checking for alt text on images, etc.
• Support educators with editing (revision, review) and sharing multimedia for learning objectives (video, podcast, screencasts, etc.), including applying appropriate digital accessibility practices (editing captions, transcripts, alt text, etc.)
• Attend Extension Learning Technology meetings and ELT recommended training to build and strengthen job knowledge, training, and tool-related skills

General Office Support (10%)

• Greet walk-in traffic, answer phone calls, and respond to inquiries and online communication
• Maintain equipment, including loaner inventory, workroom, office supply inventory, and make necessary purchases. Handle the office mail system, including maintaining the postage meter. Work with vendors, including obtaining estimates for office supplies, equipment, and services
• Schedule/maintain the schedule for office meeting rooms and public access to technology. Maintain and report problems with Regional Office conference room technologies
• Maintain documents related to office operations and policies, including the staff directory, office space map, evacuation procedures, etc.
• Maintain the filing system for historical records and disposal, civil rights, etc.
• Orient new and existing employees on office hardware and practices (i.e., mail, keys)
• Serve as the county connection to support phone book listings, signage, University branding, etc.
• As requested, assist with projects and events; this may include making copies, arranging for food, securing a venue, or other logistics tasks
• Use a purchasing card to make purchases (e.g., conference registrations, supplies, meeting catering, and room reservations) and reconcile the P-card
• Prepare deposits for Extension programming, refunds, and other income received
• Check out the credit card machine and compile the related paperwork to forward to the regional merchant manager
• Collect employment paperwork for local and regional employees

• Four years of experience in an office setting and/or a combination of relevant experience and post-high school education, and/or training to include:
  • Advanced experience with Microsoft (Word, Excel, etc.) and Google Suite applications (Google Docs and Sheets, Google Drive, etc.) and internet browsers and searches
  • Experience formatting, drafting, or writing routine to complex correspondence, reports, and meeting materials
• Ability to work in and with diverse groups and underrepresented populations and communities
• Excellent written and oral communication skills
• Skilled at working with details, managing workflow, and meeting deadlines
• Customer service experience
• Working ability to perform tasks involving prolonged work on a computer, and lifting, carrying, bending or twisting with occasional exertion of up to thirty pounds of force

Additional Requirement:

• Must have reliable internet if/when working outside of assigned office location
• Must be able to work regularly at a dedicated/assigned Extension Office
• Must be able to drive, with applicable insurance, to conduct day-to-day business, including bank deposits, the post office, picking up food for meetings, etc.; may also travel to provide on-site support for events
• Typical work hours will fall between 7:30 am and 5 pm, with occasional requirements for evenings, weekends, and overtime

Preferred Qualifications:

• Experience setting up in-person and virtual meetings and coordinating small events
• Expert-level customer service skills, including both in person, on the phone, electronically, and virtual
• Excellent organization and filing system skills
• Experience supporting more than one professional at a time and prioritizing work
• Excellent interpersonal skills; willing to work as a team to complete projects
• Experience handling sensitive and confidential information
• Knowledge and understanding of financial policies and procedures
• Experience troubleshooting and solving technical software/online system problems
• Experience with datasets, managing contact information and mail merges.
• Knowledge of digital accessibility best practices (completion of digital accessibility badging program a plus)
• Experience working in a Learning Management System
• Experience with hosting or co-hosting online meetings
• Experience putting together multimedia content (video, audio, etc.)

About Extension

University of Minnesota Extension is a major outreach arm of the University of Minnesota with a mission to serve the public through applied research and education. Our mission is to make a difference by connecting community needs and University resources to address critical issues in Minnesota. Extension strives to attract and retain high-quality, passionate employees, and weave diversity, equity and inclusion into all aspects of Extension's programming and employee engagement. Find further information on the Extension website.

Pay Range: $23.51 - $29.07; depending on education/qualifications/experience

Time Appointment: 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:

• 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 on the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position. Please attach the following required application materials:

• Cover letter
• Resume - Your resume must include all your education and experience as it relates to the required qualifications. The initial HR screening process focuses primarily on the resume.

Names and contact information for three professional references will be required during the interview process.

Additional documents may be attached after the application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. See full application instructions.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).

For questions about this position, contact:

Margaret Haggenmiller, Administrative Associate, mjh@umn.edu.

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.