Executive Office and Administrative Specialist

1 day ago

Minneapolis, United States University of Minnesota Full time

Required Qualifications:
High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
Computer experience especially word processing, spreadsheet database, and calendaring software.
Experience successfully organizing documents (both paper and digital) and inventory.
Excellent verbal and written communication, including the ability to communicate effectively with diverse individuals and constituencies.
Demonstrated success working or learning in a collaborative team environment.
Demonstrated ability to meet deadlines and successfully manage and prioritize multiple projects while paying attention to details.
Ability to meet goals independently and proactively both remotely and in in-person environments.
Experience working in a diverse setting with multi-cultural colleagues.

Preferred Qualifications:
Experience working with students, faculty and staff in a higher education setting.
Experience with web page maintenance.
Experience in event planning and execution.
Experience in financial transactions, such as reimbursement/invoice/payment processing.
Experience analyzing and solving complex situations and issues clearly, creatively, and critically.
Familiarity with University of Minnesota policies and procedures.

This is a hybrid position; a mix of remote and on-campus work. Some on-campus work is required.

Administrative support (50%):
Provide administrative and clerical support for the staff, programs, and events.
Primary responsibility as Center receptionist.
Maintain Center files, calendar, and correspondence.
Provide administrative support and staffing for fellowship competitions and faculty committees, including the MDP Program Committee.
Organize meetings, events, and travel for Center activities and staff.
Maintain and purchase Center supplies and equipment (computers, software, copier, etc.).
Assist with course scheduling and related logistics (orientation and other events) for DSSC and MDP academic programs.
Maintain ICGC directory, list serve, and photo boards.
Provide support with preparing grant reporting documents.
Acts as the Center’s Director of Graduate Studies Assistant for the Development Studies and Social Change doctoral minor.
Coordinate with ICGC staff, graduate assistants, directors, faculty, and GPS Alliance staff as needed to support Center activities; other administrative and clerical duties as assigned.
Prepares Center weekly digest and periodic newsletters.

Support for financial and accounting processes (20%):
Prepare documents; process invoices, payments, and reimbursements.
Process purchasing card documents.
Assists in preparing grant budget reports.
Maintain receipts and records of expenditures for specific accounts, events, and projects; other accounting support functions as needed.

Technology support and development (15%):
Maintain Center information database.
Generate reports from the database as needed.
Develop, update, and maintain the ICGC website on an ongoing basis.
Develop and maintain the Center social media platforms.

Student services (15%):
Direct support for visiting scholars including arranging lodging, preparing visa and university-mandated forms, and assimilation assistance to the United States and the University of Minnesota.
Assists with giving training, tasks, and guidance to Center graduate research assistants.
Provides assistance and informal guidance to the Center’s scholars.

The Interdisciplinary Center for the Study of Global Change (ICGC) seeks to foster an interdisciplinary and cross-cultural community of faculty and students committed to supporting and advancing research, education, and collaborative initiatives related to global change, with a focus on the Global South.

The center focuses on four key themes:

  • Rethinking peace, conflict, and security
  • Envisioning environmental justice and sustainability
  • Transforming development
  • Reimagining identities, communities, and cultures

ICGC offers a graduate minor program in Development Studies and Social Change, as well as the Master of Development Practice degree program offered in collaboration with the Humphrey School of Public Affairs and several other colleges and schools across the Twin Cities campus.

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.

Applications received by December 15, 2024 will receive full consideration.

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), 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).

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