*** Position is represented by AFSCME Clerical Bargaining Unit. Dues or Fair Share deductions will be made.***
The Department of Geography, Environment and Society seeks a detailed-oriented, team player to join our staff as an Executive Office and Administrative Specialist who is the department's first contact in the main office. We seek an individual with strong customer service and interpersonal communication skills who can effectively engage with diverse clientele (faculty, student, staff, public). In addition, we seek an organized individual who has good time management skills and the ability to readily respond to changing circumstances and expectations. A willingness to learn multiple University systems and processes is essential to this role.
Hourly Salary Range: $15.70-$26.41 This is a temporary, 6 month renewable position with the possibility of becoming continuing after two (2) years of service; contingent on satisfactory performance and availability of funding.
Duties and Responsibilities:
Student, Staff, Faculty and Front Office Support (45%)
Provide professional and courteous front office customer service to students, faculty, and staff via phone, email, and in-person. Distribute mail and manage departmental email account; forward/respond as needed Maintain copiers, fax machine, and printers and provide photocopy and scanning as needed.
Provide Departmental conference room scheduling
Distribute, collect, process course evaluations
Collect and file documents, including course syllabi
Track department equipment loan (laptop, projector, cables)
Work with Facilities Management to resolve building maintenance problems. Maintains bulletin boards and post informatio on department email list-serves.
Order office supplies. Assist with event planning Prepare, maintain, and distribute department directory and other listings. Hire, train, and supervise student office workers.
Department Financial Preparer Duties (40%)
Understand and explain fiscal policies to faculty, students and staff. Collect, prepare and process purchasing card data for department purchasing card users. Process Travel Authorizations, Cash Advances, and Wire Transfers in accordance with department, college, and university guidelines. Prepare supplier authorization form for new or existing suppliers; generate Purchasing Orders (POs) as needed. Manage purchasing activities related to U Market and Amazon Business, including receipt of supplies and equipment. Prepare and process all documents related to visiting scholars. Troubleshoot EFS system and processes. Manage/approve electronic timesheets for student workers. Assist with miscellaneous financial matters as directed by administrator.
(15%) Collaborative Course Scheduling (CCS)
Work closely with administrator and/or academic advisor to schedule new courses; manage existing courses, ensuring proper data entry of basic data, meeting times, enrollment control, class section data, instructors; manage waitlist capacities and adjust/monitor combined sections as needed.
Process topics courses and course updates in ECAS.
Required Qualifications: High School Diploma/GED and four years or related office and administrative experience. Training/education may be substituted for up to two (2) years of experience. Demonstrated computer experience in word processing and spreadsheets. Customer service requirements
Preferred Qualifications: Strong people skills, including effective verbal, written and interpersonal communication. Ability to work independently and in team settings in a proactive, creative manner Knowledge/understanding of, or adaptabilityto, a higher education environment Experience and/or commitment to working with diverse groups. Knowledge of, or ability to learn, University computer systems and policies related to financial processing and reporting, course scheduling, room assignments, purchasing, deposits and related processes. Proven ability to organize and assist in event planning
Internal Number: 329245
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.
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