Principal Office & Admin Specialist

Company: University of Minnesota
Location: Saint Paul
Posted on: September 3, 2024

Job Description:

Apply for JobJob ID363791
LocationTwin Cities
Job FamilyLR-Clerical
Full/Part TimeFull-Time
Regular/TemporaryRegular
Job Code1826
Employee ClassAFSCME Unit 6 - Clerical
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About the Job


This Principal Office & Admin Specialist position is responsible for the front desk reception in a hub office that supports both the French & Italian (FRIT), and the German, Nordic, Slavic & Dutch (GNSD) Departments. Individuals with diverse backgrounds and experiences are encouraged to apply. This is an in-person position. Required Qualifications:

• High school degree and two years experience in general office settings (additional education may substitute for some office experience)
• Public contact experience
• Ability to follow directions, take initiative, and follow through on assignments
• Excellent interpersonal, oral, and written communication skills
• Good organizational skills and close attention to detail,
• Successful problem solving skillsPreferred Qualifications:
  • Excellent computer skills with knowledge of spreadsheets, databases, social media, web
    updating, and Macintosh computers
  • Experience or knowledge of College of Liberal Arts and University policies and procedures related to
    student and academic life and University financial systems
  • Experience with event planning and arrangements
  • Ability to lift and move up to 30 pounds
  • Experience with PeopleSoft and ECSFront Office Operational Support (65%)
    • Office Administration;
      • Create forms, signage & documents as needed
      • Monitor and reorder the supplies as necessary
      • Record and database coordination
      • Ensure bulletin boards are updated, and other important info, such as course flyers, are posted as appropriate.
      • Assist in special projects as directed by the Assistant Administrator
      • Contribute to the development and updating operating policies, manuals, handbooks and directories as requested or needed.
        
      • Office Communication;
        • Serve as a point of information and referral for departments faculty, staff, and visitors via phone, email, or in-person.
        • Communicate University and Department policy & procedures regarding registration, grading, & grievances to students & faculty.
        • Direct questions about language proficiency exams to appropriate staff
        • Handle internal and external requests for information about the undergraduate programs
        • Mail Room Management;
          • Responsible for the distribution of mail, organization of mailboxes, and purchasing of postage and supplies.
          • Oversee and assist with copier and fax machine use.
          • Meeting Administration;
            • Maintain department and Director of Undergraduate Studies (DUS)Advising calendars with important deadlines and dates-to-know
            • Schedule meetings as requested
            • Distribute and archive minutes of meetingsEvents Coordination (25%)
              • Pre-event planning and coordination including consultation with host/Administrator and ordering of supplies/catering
              • Work with Administrator on available funds for events including honoraria and meals
              • Draft event budgets for approval by Administrator
              • Coordinate and enter Department events in applicable calendars
              • Schedule rooms using Google Calendar & Astra Scheduler
              • Detail tracking including date/time, location, honoraria, and co sponsorships
              • Reserve hotels, flights, and shuttles for guests for events and faculty searches
              • Process honorarium payments or expense reimbursements with Financial Preparer
              • Secure and complete any required paperwork from visitorsSpace & Facilities Support (10%) Serve as back-up Department Facilities Representative (DFR):
                • Support Assistant Administrator in issuing keys, maintaining access records, and checking out departmental office keys
                • Update card-key access as appropriate for Folwell Hall
                • Serve as department liaison to the CLA Space and Facilities CommitteeSpace/Facilities:
                  • Lead space planning, allocation, and reporting for the department.
                  • Work with Facilities Management (FM) Team Managers to meet department-wide needs for facility-related services, including signage, maintenance, and custodial services.
                  • Facilitate repairs and maintenance as needed
                  • Initiate and organize new and continuing desk assignments on fourth-floor FRIT graduate offices
                  • Provide basic logistical support for office moves when appropriate.
                    About the Department
                    
                    
                    About the College of Liberal ArtsHome to the arts, social sciences and humanities disciplines and programs, the College of Liberal Arts is the largest college in the University of Minnesota and comprises 31 academic departments, and over 20 interdisciplinary research centers and administrative/support units. CLA has over 1,300 faculty and staff spanning research, teaching, advising, outreach, and administrative functions. CLA units reside in over twenty buildings on the East Bank and West Bank of the Twin Cities campus. CLA enrolls nearly 13,000 undergraduate students, over 40% of the undergraduate enrollment on the Twin Cities campus, 1,400 graduate students, and has an annual all-funds budget of $290 million.CLA is a destination for curious, compassionate individuals who are committed to making our increasingly interdependent and diverse global community work for everyone. That . CLA is committed to increasing enrollment of underrepresented and under-resourced students, diversifying our faculty across all disciplines, recruiting, and retaining a diverse staff, and promoting the expression and exploration of diverse perspectives and viewpoints-so that we all gain the background knowledge and analytical skills we need to understand and respect differences.
                    Benefits
                    
                    
                    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
                    • with free or reduced rates in the Twin Cities metro areaPlease visit the 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 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.
                      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:
                      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.
                      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.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).
                      

Keywords: University of Minnesota, St. Paul , Principal Office & Admin Specialist, Administration, Clerical , Saint Paul, Minnesota