Administrative Support Associate

Administrative Support Associate

Salary Range: $55,000-$60,000/annually ($26.44/hour - $28.85/hour)
Work Hours: 7:45am - 4:30pm
Work environment: Administrative office setting
Work Mode: Currently, Monday - Thursday in office; Friday remote. Subject to change as dictated by business needs.

Position Summary
The Administrative Support Associate serves as a key member of the EVPP administrative team, providing comprehensive support across office operations, technology coordination, committee management, event planning, and senior leadership searches. This position plays a pivotal role in ensuring the smooth and efficient functioning of the office through proactive communication, organizational excellence, and professional collaboration with internal and external stakeholders. The Administrative Support Associate serves as the initial contact for the EVPP office, and plays a vital role in creating a positive first impression.

The ideal candidate will be organized and detail-oriented with strong communication and problem-solving skills, capable of managing multiple priorities in a fast-paced environment. This role requires a high degree of discretion, professionalism, and the ability to work both independently and collaboratively as part of a diverse administrative team.

POSITION RESPONSIBILITIES:
General Administrative Responsibilities (30%)

• Serve in a central office as the initial point of contact to internal and external stakeholders via email, phone, and for in-person visits and inquiries. Respond to questions, requests for information and provide referrals to related resources.
• Create and maintain a welcoming front office environment that reflects the values of the EVPP. Ensure the efficient operation of the front office.
• Compose, edit, proofread, and prepare correspondence, memoranda, announcements, reports, and other written materials.
• Serve as building access coordinator and key administrator, ensuring security protocols to safeguard unit staff, and assets
• Organize and maintain paper and electronic record-keeping systems; maintaining discretion and confidentiality
• Provide assistance and backup coverage to other administrative staff
• Open, prioritize, and distribute incoming and outgoing mail; process incoming and outgoing emails
• Maintain copiers and postage machine, coordinating service needs of both
• Maintain and modify various reference lists on server, including administrative handbooks
• Manage office kitchen and maintain supply levels in support of the office
• Manage supply cabinets, monitor inventory, order office supplies, and monitor supply budget

Project and Committee Responsibilities (30%)

• Provide support to committees, task force and work groups
  o Coordinate meeting schedules, agendas, and materials
  o Manage committee communications and maintain related records
• Provide support for key initiatives, programs, and activities, including
  o Gather and prepare data/information to support projects and initiatives
  o Create, evaluate, manage, and maintain databases and spreadsheets as needed to advance project activities
• Provide staffing support to members of the senior administrative team
  o Schedule meetings, prepare and distribute materials, prepare meeting spaces, provide technical assistance for meetings
  o Anticipate and arrange catering support for meetings and events, including selecting menus and placing order for food and refreshments

Event Management Support (20%)

• Support EVPP administrative staff in envisioning, coordination, and successful delivery of symposia, conferences, meetings, and complex events that advance initiative goals; and the mission of the Office of the Executive Vice President and Provost.
• Coordinate and assist with event and conference room and other space scheduling; arrange for technology and other support needs

Senior Leaders Search Support (10%)

• Provide administrative and logistical support for personnel searches of senior leaders, including vice provosts, academic deans, and directors
• Manage calendars and schedule meetings for search committees
• Prepare contracts with hotels and other venues hosting confidential and public interviews
• Arrange technological support for interviews requiring video conferencing and webinars, as well as video recording and streaming of public forums
• Coordinate logistical needs for public interviews, including room reservations, catering orders, complex administrative matters, and scheduling support for visits

Technology Support (10%)

• Create and update websites
• Provide and manage technical support, including technology troubleshooting, video and phone conferencing, video recording and streaming
• Arrange and manage virtual/Zoom meetings and webinars, including breakout rooms
  

REQUIRED QUALIFICATIONS

• High school diploma or equivalent and four years related office experience Training/education may be substituted for some of the years of experience
• Ability to handle confidential information and maintain confidential materials with discretion
• Excellent interpersonal, oral, and written communication skills, strong customer-service orientation, experience working with people from diverse backgrounds
• Experience working effectively and collaboratively as part of a team and also working independently with a high level of self-direction
• Experience using MS Office (Word, Excel, PowerPoint), Google (Google Calendar, Google Drive, Google Hangouts)
• Electronic calendaring skills and virtual meeting management skills
• Experience composing correspondence and preparing concise and accurate materials

PREFERRED QUALIFICATIONS

• Demonstrated organizational skills with attention to accuracy and detail
• Experience writing, editing, and proofreading communications, email, and reports
• Experience with website content editing
• Strong database management skills
• Experience with Drupal
• Ability to work effectively in a fast-paced, deadline-driven environment
• Demonstrated problem-solving skills
• Demonstrated knowledge of the UofM and its academic and administrative units
• Ability to coordinate meetings and events, including all logistical and technical details

Pay Range: $50,000 - $60,000 annually, ($26.44/hour - $28.85/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

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.

Please submit cover letter that aligns experience with position needs, in addition to a resume.

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).