MNCFWRU Administrative Assistant

Apply for Job Job ID361582 LocationTwin Cities Job FamilyLR-Clerical Full/Part TimeFull-Time Regular/TemporaryRegular Job Code1885 Employee ClassAFSCME Unit 6 - Clerical Add to Favorite Jobs Email this Job About the Job MNCFWRU Administrative Assistant Job Description This position is housed in the department of Fisheries, Wildlife and Conservation Biology (FWCB) in the College of Food, Agricultural and Natural Resources Sciences (CFANS) at the University of Minnesota (UMN). The purpose of this position is to be the primary support person for the U.S. Geological Survey (USGS) Minnesota Cooperative Fish and Wildlife Research Unit (MNCFWRU); the USGS scientists assigned to the MNCFWRU; and students, Postdoctoral associates, and others affiliated with the MNCFWRU. Unit scientists are UMN-affiliated faculty and hold UMN graduate faculty appointments under a Cooperative Agreement that establishes and guides the operation of the MNCFWRU. As outlined in the Cooperative Agreement, three federal scientists currently are assigned to the MNCFWRU as part of the USGS Cooperative Research Units Program (CRU). All three scientists run active research programs, teach, and provide technical assistance to MNCFWRU cooperators. The candidate will provide support to MNCFWRU federal scientists within the UMN system, the federal CRU system, and interact with MNCFWRU cooperators. In addition to the UMN and USGS, MNCFWRU cooperators include the Minnesota Department of Natural Resources, the U.S. Fish and Wildlife Service, and the Wildlife Management Institute. The candidate will regularly interact with a variety of people including federal and state employees, and tribal nation representatives; UMN graduate students, Postdoctoral associates, and undergraduate students; and UMN faculty and staff. The MNCFWRU Unit Leader will oversee and direct the work of the person in this position by providing work direction for responsibilities related to the MNCFWRU. The head of FWCB will be the person's supervisor of record and will submit annual reviews after consultation with and input from the MNCFWRU Unit Leader. Work modality will be on the St. Paul campus (in person) with the opportunity to work a hybrid schedule upon successful completion of onboarding in both the UMN and federal systems (and with discussions and approvals from the MNCFWRU Unit Leader and CFANS consultation). This position has discretionary authority and independent responsibility. The work is performed under general guidelines and requires the establishment of priorities. Position Duties: 50% Executive Office Administrative Support Provide administrative support to MNCFWRU scientists for existing and new projects to share best practices and requirements for meeting project goals, and budget format and content Make travel arrangements for MNCFWRU scientists, students, and staff and MNCFWRU cooperators: prepare Travel Authorizations and Vouchers using online federal travel software applications; coordinate federal passport requirements for MNCFWRU scientists; and reconcile expenses in accordance with University and Federal rules and requirements. Receive and direct phone calls and electronic queries, forwarding to the appropriate persons as needed. Order supplies and equipment in the UMN system and help coordinate and track purchasing in the federal system. Work with the Unit Leader and Assistant Unit Leaders to train and guide MNCFWRU graduate students, postdoctoral associates, and seasonal employees regarding MNCFWRU and federal policies and related protocols. Prepare internal administrative and contracting documents. Assist MNCFWRU scientists with entry and management of content in the CRU Digital Measures System (now Watermark) Review and update the MNCFWRU Handbook to comply with USGS and UMN policies, including safety policies, and manage compliance with MNCFWRU policies. Assist in arranging necessary federal and UMN safety training for MNCFWRU scientists, students, and staff and affi iated UMN faculty and students working on MNCFWRU research projects. Solicit safety training data to input into the USGS Safety Reporting and Training Database from MNCFWRU federal scientists, graduate students, postdoctoral associates, seasonal employees, and affiliated UMN faculty and staff. Update the MNCFWRU directory and contact information for MNCFWRU collaborators and students, and official Cooperator contact list for CRU administration as needed. Monitor (and update as needed) the MNCFWRU UMN website and assist with updating information on MNCFWRU USGS website. Input data into the Federal Website System, which auto populates a federal website. Reserve meetings rooms, schedule on calendars and prepare documents and reports as needed for biweekly MNCFWRU and annual Cooperator meetings. Prepare MNCFWRU biennial report and other documents as needing using PowerPoint and other Microsoft Office Suite programs in collaboration with Unit Leader and Assistant Unit Leaders including formatting and distributing biennial reports and periodic newsletters for the Unit. Support Unit Leader and Assistant Leaders inputting annual tasks into the federal Watermark system. Communicate with federal, state, and UMN cooperators about topics including but not limited to reminders and deadlines for establishing research agreements for both federal Research Work Orders (RWOs) and State Work Orders 15% Funding Agreement Coordination, including Research Work Orders (RWO): Assist Unit scientists with development of federal RWOs and financial and progress reporting through the RWO life cycle. Serve as the primary point of contact for the Unit with USGS and UMN for establishing and financial oversight of RWOs. Draft agreements as needed and request approval from USGS and other federal agencies in the RWO development and management process. Support new RWO establishment by working with federal agencies to prepare necessary agreements, USGS CRU administration to prepare necessary documents, and UMN staff to prepare and submit necessary UMN agreement documents. Review required compliance for the Unit to support federal reporting guidelines for USGS including, but not limited to requesting project status updates for federal reporting purposes, project revisions and time extensions, and preparing documents for project closeout. Support Unit Leader in monitoring and reviewing documents for compliance to meet RWO funding guidelines regarding project scope and budgets. Track invoicing, deliverables, and reporting for each grant. Use ASAP (federal financial application) to report status of federal budgets, and EFS to track UMN spending for the Unit. Reconcile UMN federal draws against USGS accounting records monthly. Support the establishment of RWOs and State of Minnesota funded projects by coordinating with multiple stakeholders. 10% Fleet Management Coordinate use, maintenance, and repairs for the Coop Unit's vehicle fleet, including automobiles, boats, snowmobiles, off-road vehicles, and trailers. Track mileage on all vehicles used on projects led or co-led by MNFWRU scientists and provide use information to CFANS Finance to charge... For full info follow application link. 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.