Administrative & Passport Office Assistant

Hours: Monday - Friday, 8:30 AM - 5 PM.
Modality: Primarily in-person, with limited hybrid opportunities if pre-approved

55% Passport Office Support
Get certified as a Passport Acceptance Agent to act as a back-up to our Passport Office as requested
The first point of contact for customers of the Passport office
Maintain working knowledge of passport acceptance forms and the completion requirements
Maintain a working knowledge of passport acceptance rules, regulations, and procedures
Take passport applications and payments; review documents to ensure accurately completed; verify that all application materials and documents are present and that all U.S.Department of State (Passport Services) requirements are met.
Take passport and visa photos
Manage customer expectations
Maintain regular contact with Passport Services personnel
Answer complicated questions associated with the passport application process; escalating them to Passport Office and Program Manager or Passport Services as necessary
Provide a pleasant environment for customers as they wait
Assist with the nightly delivery of daily applications to the Post Office in Dinkytown

25% International travel compliance support
Maintain the online travel registry for faculty and staff for all five campuses by reviewing and processing daily registration submissions and trouble-shooting and concerns
Review and process daily registration submissions to the student international travel registry, assigning flags for high risk travel destinations and noncompliance. Communicate via Slate messaging with student registrants as necessary
Monitor the travelrg@umn.edu email address, responding to faculty, staff, and student questions about travel registrations and international insurance
Communicate with GPS IT or the Education Abroad Systems Manager regarding any malfunctions, necessary corrections, or efficiencies in either travel registry system as they are identified
Push registrations to international insurance vendor using the API tools set up in the registry system
Protect the privacy of faculty, and staff travel data and only share traveler information as authorized by University policy and procedure; manage student education records and emergency contact information as needed in compliance with University policy and FERPA
Conduct monthly faculty/staff travel registry review, comparing travel registrations with travel expense reimbursements to determine registration compliance rates
Provide administrative support to the International Travel Risk Assessment and Advisory Committee (ITRAAC) for reviews of student high-risk travel petitions

20% Agreements Administrative and Operational Support
Monitor the GPS Agreements email account for agreement requests.
Assist with processing agreement requests by gathering necessary information, populating established agreement templates, and referring nonroutine or complex requests to the Assistant Director.
Ensure that agreements are carefully drafted, reviewed, documented, and securely signed using DocuSign.
Enter GPS agreement data into Salesforce database with a high degree of accuracy
Proactively identify and communicate opportunities for efficiencies in the agreement management system
Provide administrative support for Minnesota Global Incorporated when needed
Take on occasional special projects that support the standardization and streamlining of the GPS agreement process
Help the Assistant Director with ongoing administrative tasks related to GPS agreements

Required Qualifications:
High School Diploma
At least 2 years of related experience in an office administration or operations (some experience may be substituted with education)
Demonstrated organizational skills
Experience working with constituents from a variety of backgrounds
Strong written and oral communication skills
Very detailed and process-oriented
Must be a U.S. Citizen and free of any Federal, State, or local Felony or misdemeanor convictions related to breach of trust or moral turpitude.
Working knowledge of Google software (gmail, calendar, sheets, docs, drive, etc) and Microsoft Office applications.

Preferred Qualifications:
Demonstrated experience with reception and/or customer service
Demonstrated experience being able to manage multiple projects during the same timeframe while paying attention to details.
Experience working with federal agencies (ex. Post office, DMV, etc)

As the central international office for the University of Minnesota system, the Global Programs and Strategy Alliance drives the University's global strategy and connects faculty, staff, and students with the resources and expertise needed for personal and professional success.

Pay Range: $25.10 - 26.09 an hour, 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

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 request an accommodation during the application process, please e-mail jobcentr@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.

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 Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.