Executive Office and Administrative Specialist

OVERVIEW:
The Carlson School of Management consists of several cluster areas that are comprised of academic departments. Within each cluster, there is a team of support staff who provide administrative, clerical, and technical support for the academic units housed nearby. The HOM cluster area is comprised of the faculty, graduate students, and support staff of two academic departments: Marketing (with 19 full-time faculty), and Supply Chain and Operations (with 12 full-time faculty). Each department is assigned an Executive Office and Administrative Specialist who serves as the main contact for that department's full-time and part-time faculty and graduate students. This particular position is also part of the HOM Cluster Staff team and is expected to work with and assist the other staff members when necessary. The salary range for this position is $42,000 - $47,000.

JOB DESCRIPTION:

Course Work/Faculty Support (35%)

• Textbook and course packet coordinator for MKTG and MSMK programs
• Obtain copyright permissions
• Prepare materials for faculty teaching obligations to include textbooks, course packs, Canvas, etc.
• Connect with faculty on key academic dates throughout the year such as syllabus submission, grade due-dates, SRT start/end dates, etc.
• Maintain database for classes, textbook inventory, Harvard cases, etc.
• Coordinate final exam schedule; secure alternate rooms in case of overbooking
• Arrange for guest lecturers, travel, parking vouchers (electronic), meals, and gift.
• Arrange classroom needs; secure AV requests, create name tents, special class rosters
• Input data into CSOM's Learning Management System (Canvas) and train TA's on its use
• First point of contact for Adjunct Faculty after hiring - provide details on necessary steps for access to all systems, including UCard, textbooks, email, keys, and anything else associated with their course support.

Event Coordination, Recruiting, Workshops, and Meeting Support (25%)

• Faculty recruitment (directly assist search committee chair, maintain recruiting files and databases, correspond with candidates, arrange interview schedules, hotels, airfares, and local travel arrangements, order food, distribute CV's, etc.)
• PhD graduate student recruitment (same as for faculty recruitment)
• Coordinate speaker gifts, speaker sign-ups with faculty/PhD students (either in-person or online/google), assistance with presentation/computer set-up in classrooms, and other tasks as needed.
• Manages all aspects of Brand Matters series (there are 4 events each year; average attendance is 150). Duties include setting up registration site through Destiny One and tracking participant data; coordinating with two external sponsors; overseeing all of the logistics on the event day. (Temporarily on hold)
• Coordinate expense reimbursements and payments for guests as needed
• Serve as conference coordinator and plan/implement all aspects of conferences, retreats or meetings including zoom meeting set-up/take-down and management, room reservations, and catering. Examples of events include: MKTG Speaker Series, PhD Camp, IRM Advisory Board Meetings, Brand Matters, Ignite Conference, Case Competitions, Alumni Events, and other events as 13.
• Arrange for speakers; coordinate location, food menu & catering, Alcohol permits as needed, including approval from central, materials, itinerary, reimbursements; provide photography service as needed, and attend events
• Coordinate, plan and attend annual end-of-year networking event for MKTG Faculty and PhD students, including venue selection, menu selection, activity, RSVP coordination and serve as contact person for selected venue;
• Assist in preparation of meetings and events that are hosted by the departments (i.e.: staff meetings, faculty meetings, brown bags, and dissertations), which can include ordering and setting up food; duplicating hand-outs; reserving meeting space; cleaning up after events, assisting with zoom set-up for online meetings and other tech needs that arise, and other activities as they arise.

Website & Marketing Administration (15%)

• Maintain and update multiple websites for Marketing and Institute for research in Marketing, assisting Supply Chain & Operations department as needed.
• Write news content pieces and choose and upload appropriate images and documents for print materials and online as directed by supervisor, PhD coordinator and Department Chair;
• Use Google Analytics and Contribute to track data on each webpage in order to analyze site traffic, media hits, and identify trends;
• Prepare customized reports for IRM Director/Program Manager and MKTG Department Chair
• With Department Chair approval, coordinate annual all-faculty picture for department website;
• Maintain & update Bulletin Board for Marketing Department throughout the academic year including prior to each semester to update adjunct faculty information, PhD student information and new faculty;
• Update PA Application on a semester basis and compile data for download into spreadsheet; prepare application grid based on student ranked requests; notify students as directed by supervisor.

Administrative Support (25%)

• Facilities management - work with building manager and assist with departmental & faculty moves, phone changes, maintenance of offices, including HOM Cluster office, key distribution, UCard access;
• Special ordering for faculty members, including books, journals, supplies, business cards, stationery, etc. Maintain database of all orders;
• Schedule classrooms, breakout rooms, conference rooms as needed and requested by supervisor, faculty and department chair;
• Provide clerical assistance to outgoing PhD students, including printing/mailing letters to various universities and other requests as they arise;
• Coordinate student hiring application on google for PA/TA positions, advertising through UG & MBA newsletter and set-up systems to allow information to be downloaded to worksheets, compile data for supervisor with day/time requests from applicants;
• Backup coverage of front desk on a rotating basis with co-workers for opening/closing/lunch coverage, virtual front desk and other coverage as needed;
• Backup for other office staff when necessary and assist them with projects, events such as case competition, etc.;
• Attend and participate in cluster staff meetings both in-person and online via zoom;
• Attend training to keep up-to-date as needed to update skills associated with position
• Assist various committees with Google docs, sheets, as requested
• Miscellaneous duties as assigned

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

MINIMUM / ESSENTIAL QUALIFICATIONS:

• High School Diploma/GED and four years of related office experience. Training/Education may be substituted for some of the years of experience;
• Dependable with a strong work ethic and history of good work attendance
• Strong knowledge and understanding of office operations and procedures
• Demonstrated ability to work successfully and cooperatively in a team environment including high-level administrators, managers and external visitors
• Proficient in Microsoft Suite including Word, Excel, PowerPoint, and well as Google Calendar experience and ability and interest in learning new technology and systems (Drupal, Canvas, Zoom, etc.)
• Experience independently managing administrative projects, performing complex, detail-oriented tasks and meeting deadlines
• Proven ability to prioritize, coordinate and manage multiple tasks for a variety of people with urgency and accuracy

*PREFERRED QUALIFICATIONS / SELECTION CRITERIA:

• University of Minnesota work experience
• Minimum 2 years of Customer Service experience
• Experience with PeopleSoft, EFS, and the U of MN's computer systems (Drupal, Canvas, Zoom etc.)
• Excellent written and oral English language skills, including accuracy in spelling, grammar, punctuation and proofreading
• Demonstrated experience planning, executing, or assisting with large meetings and/or special events

The Carlson School of Management consists of several cluster areas that are comprised of academic departments. Within each cluster, there is a team of support staff who provide administrative, clerical, and technical support for the academic units housed nearby. The HOM cluster area is comprised of the faculty, graduate students, and support staff of two academic departments: Marketing (with 21 full-time faculty & instructors), and Supply Chain and Operations (with 12 full-time faculty). Each department is assigned an Executive Office and Administrative Specialist who serves as the main contact for that department's full-time and part-time faculty and graduate students. This particular position is also part of the HOM Cluster Staff team and is expected to work with and assist the other staff members when necessary.

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also 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
• 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)
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Please visit the for more information regarding benefits.

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 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-UOHR (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.

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