Administrative Associate

Hiring Salary Range: $50,000-$60,000 DOQ

This position supports a wide range of office functions, including management of the Vice Provost's calendar, scheduling support for OPE staff, events coordination, project management, records support, and general office management. This position is primarily associated with OPE but may occasionally be asked to support events in the other OVPPE reporting units. The Administrative Associate 2 is expected to have significant experience with University of Minnesota systems and policies and to be able to independently determine the answers to questions and solve issues associated with administration and operations.

The position is full-time with a hybrid work environment, requiring 1-3 days of on-campus work per week as assigned by the Vice Provost.

Event and Project Management (60%)

• Coordinate OPE-sponsored systemwide councils, (e.g., the Public Engagement Council, the Public Engagement Network, and the Community Liaisons Network), including recruiting new members, arranging meetings, taking minutes, and post-meeting follow-up.
• Create administrative processes for and coordinate OPE in-person and virtual events and conferences, including the biannual Public Engagement Conference, the Public Engagement Awards, and national conferences hosted by OPE
• Create administrative processes for and manage OPE's professional development initiative as directed by the Associate Vice Provost for Public Engagement, to include the Community Engagement Summer Institute, professional development events, online module series. This requires working with the Office of the Vice Provost for Distributed Learning and the Destiny One system or Google Forms/Qualitrics, making event arrangements, analyzing and reporting on registration and attendance data, and working with the Communications Manager to produce program materials.
• Assist the UM Voting Coordinator to complete the legislative requirements on activities, data, and reporting for UM student voting initiatives.
• Work with the Data Impact Manager to design administrative processes and implement the University's data engagement platform, GivePulse.
• Develop, negotiate and manage OPE event budgets, vendor contracts, and event execution.
• Assist with event execution as needed for other OPE reporting units.

Executive Support (15%)

• Serve as a key point of contact for internal and external stakeholders, including faculty, students, staff, and external organizations, including identifying new connections to support the office's mission.
• Develop draft communications and memos for the Vice Provost.
• Complete special projects as assigned in service of VP strategic initiatives; may include spreadsheet development and data entry, research, and analysis and recommendations on outcomes.
• Manage the Vice Provost's calendar and requests for meetings.
• Manage the Vice Provost's travel reimbursements.

Office Operations Management (15%)

• Planning, implementing, and managing operations of the department in conjunction with the Shared Services Team, Facilities Management, and IT to develop and oversee budget, hiring plans, records, financial transactions, purchasing card accounts, and procurement.
• Ensures compliance with University policies on finance, travel, purchasing, and hiring.
• Coordinate staff meetings and OPE events.
• Supervise student employees as needed.

Staff Support (10%)

• Manage scheduling of multi-person meetings for 4-5 OPE staff members.

REQUIRED QUALIFICATIONS:

• BA/BS degree plus 2 years of relevant full-time work experience, or a combination of education and relevant work experience totaling at least 6 years
• Strong organizational, interpersonal, and communication skills and a collaborative and proactive mindset.
• Ability to work both independently and collaboratively.
• Knowledge of the University of Minnesota systems, procedures, and administrative offices and operations.
• Significant experience in event planning.
• Experience managing complex office functions.
• Proven ability to multitask.
• Strong problem-solving skills, and excellent attention to detail.

PREFERRED QUALIFICATIONS:

• Experience working with diverse populations and advancing equity, diversity, and inclusion initiatives.
• Proficiency with Google G Suite.
• Proficiency with Qualtrics.

The Office for Public Engagement (OPE) works with programs, departments, and academic units on the five University campuses to establish the institutional culture, policies, and infrastructure that promotes high-quality public engagement to further the University's mission and improve the quality of life of Minnesotans and communities around the world. Additional reporting units include the Center for Community Engaged Learning (CCEL), the University Research and Outreach-Engagement Center (UROC), and the Center for Urban and Regional Affairs (CURA).

Pay Range: $24.04-$28.85/hr depending on education/qualifications/experience

Time Appointment: 75%-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 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 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).