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FR Administrative Specialist

2 weeks ago

Minneapolis, Minnesota, United States University of Minnesota Full time

Required

  • High School Diploma/GED and two years of related office and administrative experience. Training/education may be substituted for some of the years of experience.
  • Experience using MS Office (Word, Excel, Powerpoint) and Google (Google Calendar, Google Drive, Google Hangout) and Zoom.
  • Strong computer, database, and electronic calendaring skills.
  • Excellent interpersonal, oral, and written communication skills, strong customer-service orientation, experience working with people from diverse backgrounds

Work Location

  • (60%) St. Paul Campus
  • (40%) Virtual/flexible

The FR Administrative Specialist provides administrative support to the Department of Forest Resources administrative office, including day-to-day operations, customer service, and program and project support. Duties include answering questions from visitors in-person as well as by phone and email, explaining procedures and processes, assessing where to direct novel inquiries, composing and sending out correspondences and information, communicating with other university departments and the general public regarding requests for information and materials, digital record keeping, establishing and maintaining computerized records and files, participating in weekly staff consultation meetings, and project development/management. Individuals in this role must demonstrate the ability to interact effectively with individuals across diverse communities. This position requires the ability to work independently with strong professional judgement while performing assigned duties and discernment in assessing when consultation is needed.

The following duties are typical for this position. These are not exclusive or all-inclusive. Other duties may be required and assigned.

  • Program/Project Support (70%)
  • Assist FR administrative staff in planning and developing resources and events:
    • Provide logistical support (meeting rooms, catering, registration)
    • Support evaluation efforts
  • Provide clerical, logistical, and technical support for FR programming and administrative staff
  • Manage OIT, Facilities Management, and outside consultants and develop strategies to ensure timely completion of project requests
  • Support facility planning efforts to resolve space issues including remodeling, equipment replacement, and renovation of departmental space
  • Support and contribute to goal-driven special projects that further the Department's and/or CFANS' mission (i.e.. planning and coordination of special seminars and other events)
  • Consult within FR and across other CFANS departments to lead and coordinate one-time and recurring projects (i.e.. space improvement initiatives, event planning, small and large-scale initiatives, etc.)
  • Provide input to and assist, as needed, the Communications Specialist on communication-related projects
  • Other special projects on an ad hoc basis as assigned by the Department Head and/or the Administrative Director
  • Office and the General Administration (30%)
  • Manage and maintain office equipment and related supplies (copiers, printers, fax, etc.); Request and arrange for service as needed
  • Order, maintain and manage office supplies and publications for the department
  • Sort and distribute office mail
  • Utilize in-person, email, zoom/google meet, and phone communication to provide students, employees and guests with general information about the FR department and distribute requests/messages to correct parties.
  • Assist with creating and modifying electronic documents, brochures, program fliers, posters, reports and correspondence
  • Print, scan and file materials
  • Maintain confidentiality

This is a temporary position.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given 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 or call

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:

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).