Administrative Associate 1

The ASR Administrative Coordinator is a member of the ASR administrative team in ASR Operations and Strategic Initiatives and provides support to ASR initiatives including communication, curriculum management, and operations. This position serves as primary administrative support person for the Associate Vice Provost ASR directors. This position also works closely with and collaborates with staff in units reporting to ASR, staff in the Twin Cities undergraduate, graduate, and professional colleges, and individuals in a variety of other units on campus.

The work in this office requires strong organizational skills, excellent interpersonal skills, good judgment, accuracy, confidentiality, ability to anticipate leadership's needs, and attention to detail. This position exercises independent judgment in prioritizing work and effectively solving problems. This position participates as a team member on a variety of projects requiring knowledge of the University.

Academic Support Resources supports hybrid and flexible working arrangements. Work arrangements are determined in coordination with supervisors depending on the nature of the unit and position. The arrangement for this position will be determined upon hire between employee and supervisor.

Essential Job Functions

Administrative Support (65%)
* Advise staff on University policies and procedures.
* Establish and maintain collaborative working relationships with all internal and external stakeholders from diverse backgrounds at all levels of the organization to support ASR's work.
* Manage the Associate Vice Provost's calendar to ensure time is being used strategically and in
alignment with priorities to include:
Develop and establish the Associate Vice Provost's yearly calendar with recurring meetings and events.
Establish relationships with University leaders and their administrative staff in order to implement and coordinate scheduling priorities;
Arrange travel and travel related needs (conferences, meetings, presentations, etc.)
Review requests for meetings with the Associate Vice Provost and determine the appropriateness of each request.
Assist ASR Directors with scheduling in coordination with the Associate Vice Provost's schedule
* Support the Associate Vice Provost, Associate Dean, and Director with central initiatives, including researching and drafting reports, agendas, memos, and creating presentations; organizing information and conducting data analysis; and representing ASR on behalf of senior staff as requested.
* Manage the planning, complex scheduling, and prioritization for the Associate Vice Provost, ASR directors, and other leadership with the goal of ensuring ASR is able to function effectively and meet all stakeholder needs.
* Maintain office supplies for ASR staff to include keeping inventory and ordering. This includes office equipment, furniture, computers, and more through use of PCard or requisition processes.
* Coordinate annual vendor renewals and maintain vendor relationships.
* Assists with entering and tracking HR and Finance processes in our ticketing system.
* Work with the primary contact for internal/external audits to supply required data/documentation, such
as Program Participation Agreement (document allowing UMN to administer Title IV financial aid); listing of training, workshops, and professional memberships/associations, etc.
* Plan and implement strategies for maintaining compliance with regulatory guidelines, including tracking training, in-services, conferences, etc. to ensure all staff are up-to-date.

Communication (15%)
* Serve as the public-facing and primary point of contact for Academic Support Resources directors/leadership.
* Respond to inquiries and requests via phone, in-person, and email to internal (e.g. University President, students, faculty, staff) and external stakeholders (e.g. Board of Regents members, legislators, parents).
Coordinate responses and consult with other campus offices on various concerns.
* Facilitate communication with and access to the Associate Vice Provost. Use knowledge, experience,
and appropriate judgment to handle/triage inquiries from staff, students, and parents related to undergraduate education, and make referrals to other offices and staff members as appropriate.
* Track and coordinate correspondence and deadlines requiring attention of or response from the
Associate Vice Provost and ASR directors.
* Evaluate and measure communication strategy effectiveness.

Event Planning and Support (15%)
* Lead overall event management including leading operational planning, implementation, budget management, and event evaluation for ASR events. Events include ASR unit meetings, retreats, supervisors meetings, and all-staff assemblies for ASR staff.
* Develop event budget proposals and manage expenses. Project future event costs for next fiscal year budget planning.
* Manage vendor contracts for ASR events (e.g. space rentals, caterers, equipment rentals, printing). Negotiate with vendors and follow up if services provided do not fulfill contract terms.
* Manage agenda, scheduled, speakers, and materials for ASR events
* Evaluate and measure event success.

Other Duties as Assigned (5%)

REQUIRED QUALIFICATIONS:
BA/BS or a combination of related education and work experience to equal four years

Pay Range: $49,000 - $52,520; depending on education/qualifications/experience

Time Appointment: 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).