Executive Administrative Assistant

Company: University of Minnesota
Location: Saint Paul
Posted on: January 28, 2023

Job Description:

Apply for JobJob ID352233

LocationTwin Cities

Job FamilyLR-Clerical

Full/Part TimeFull-Time

Regular/TemporaryRegular

Job Code1885

Employee ClassAFSCME Unit 6 - Clerical

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This position provides executive administrative support to the Health Sciences Facilities Management departments. Responsibilities include but are not limited to performing daily administrative work processes. Works directly with and provides back-up to the District Administrative Manager. Must possess a high level of verbal, written and communication skills, with the ability to proof, create and update documents using Microsoft Office, Word, Excel, PowerPoint, Access, FM Contacts, TRIRIGA and Google calendar. The position interacts, works and communicates with all HS FM, University Service employees, therefore must be outgoing and able to provide, interpret and complete administrative direction. Must be a highly computer literate, multi-tasker, proficient in Word, Excel (formulas, filtering and graphs), PowerPoint, Google (calendar, CSV file sharing, forms, documents, sheets) and able to quickly adapt to using internal software systems (Access, Tririga, and Web Reports). This position ensures departmental updates are completed, must be comfortable performing several repetitive personnel, card/key access, mobile device updates/changes, and vendor/financial processes.

Responsibilities:

• Maintains onboarding documents, forms, Personal Action Notices (PAN's) for FM's HR and Payroll department.
• Enroll employees in online trainings to access medical research buildings & areas.
• Maintains electronic database and employee files via (Google, FM Contact, MS Office, Access, TRIRIGA, PeopleSoft).
• Maintains department AT&T website, orders new mobile devices, makes equipment changes, updates contacts, user information, suspends service, loads FM HS contact files and issues mobile devices to staff.
• Manage customer and supervisor key and card access requests.
• Process miscellaneous cost entries to project work tasks and approves invoices.
• Responds to inquiries regarding billing, purchasing, receipts, outstanding invoices, personnel changes, facilities and operations.
• Creates and closes, work orders, purchase orders and purchase requisitions.
• Makes inquiries based on customer needs to appropriate FM and University Services Departments.
• Uses computer software including Microsoft Office suite and management reporting systems (i.e. TRIRIGA, Google, PeopleSoft, BI Reports) to maintain data, generate reports and post department information.
• Processes accounting and purchasing card documents, develops and maintains department SOP's and manuals.
• Manages Health Sciences Google calendars (meetings, safety trainings, appointments) and plans and organizes meetings.
• Gathers data as requested and compiles information for reporting.
• Distributes mail and orders office supplies.
• Handles and plans Health Sciences Customer Meetings.
• Maintains electronic communication boards.
• Creates and maintains (paper and electronic) file systems.
• Schedules office phone and computer installations, changes and repairs.
• Schedules the use of limited office resources (meeting rooms, laptops, video equipment, etc.)
• Assists as FM back up DFR and DRA for vehicle fleet, parking and card access requirements.
• Maintains copiers, fax, printers and supplies.
• Maintains the organization of HS offices, conference rooms, break rooms, and print room.
• Be a mentor for Student Admin.
• Lead organizer for Community Fund Drive, Employee Engagement Events, and Retirements.
• Assist with interviewing Student Admin and Custodial Employees.
• Provide on-boarding training and tours.
• Other administrative duties as assigned.Essential Functions of Position:
  Executive Administrative responsibilities, customer service, hiring, maintenance of paper and electronic personnel, financial and inventory supply files, data entry, scheduling, mobile device management, card/key access and computer proficiency. Responding to and handling internal and external staff/customer inquiries on behalf of the Health Sciences department.
  
  This job may be designated as essential.
  The employer retains the right to change or assign other duties to this position.
  
  Work Environment:
  The work is performed in a general office setting.
  
  
  
  Qualifications
  
  
  
  
  
  Minimum Qualifications:
  • High School Diploma/GED and four years of related executive administrative experience. Training/education may be substituted for some of the years of experience.
  • Computer experience is required, but a high level of computer experience is preferred.
  • Previous experience in Facilities/Construction Management environment is strongly preferred.
    Essential Qualification: Regular attendance is an essential qualification for this position.
    
    Knowledge, Skills and Abilities:
    • Excellent oral and written communication skills including customer service and the ability to deal with difficult people.
    • High skill level using a personal computer and experience using MS Office Suite, TRIRIGA, Access, PeopleSoft, Drupal, Google (calendar, docs, forms, sheets) for word processing, spreadsheets and database retention.
    • Ability to maintain electronic and hard copy filing systems.
    • Strong organizational, time management, and problem-solving skills.
    • Ability to work as a team player in a fast-paced, deadline driven environment.
    • Ability to gather and analyze information.
    • Ability to draft memos and correspondence.
    • Ability to work well with a diverse population.
    • Ability to be flexible with staff working multiple shifts.
      
      
      Benefits
      
      
      
      
      
      Working at the UniversityAt 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 Regents Scholarship
      • 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 costPlease visit the Office of Human Resources website for more information regarding benefits.
        
        How To Apply
        
        
        
        
        
        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).
        
        Diversity
        
        
        
        
        
        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.
        
        Employment Requirements
        
        
        
        
        
        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.
        
        Please note: All employees at the University of Minnesota are required to comply with the University's Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit: https://safe-campus.umn.edu/return-campus/get-the-vax
        
        About the U of M
        
        
        
        
        
        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.
        
        

Keywords: University of Minnesota, St. Paul , Executive Administrative Assistant, Administration, Clerical , Saint Paul, Minnesota