UNIVERSITY OF MINNESOTA EXTENSION is hiring: Administrative Assistant in Saint C

Administrative Assistant

ABOUT THIS POSITION

This is a vital administrative support position that is key to the daily program and administrative office operations of the St Cloud Extension Regional Office, which supports regional and statewide program delivery. They interact frequently and collaboratively with other Extension regional and county office staff across the region and state.

Job Duties and Responsibilities:

Human Resources Search Support   45% 

In collaboration with the Extension HR team

• Work with the Search Committee Chair/Hiring Authority to manage applications, communicate with candidates, coordinate interviews, and support interview day


• Work with Extension Communications/function team to finalize and post advertisements


• Follow up with candidates to ensure all relevant information is received


• Liaison for hiring paperwork and process


• Work with candidates and search committee members on logistics, travel reimbursements, and also things like catering for search committee members during interviews


• Track Short-Term Hires and Summer Interns through application and acceptance, including managing paperwork submission


• Gather information and create HAT (Hiring Authorization Tracking)

Digital Learning & Data Support   45%

Done in partnership and consultation with Extension Learning Technologies Team:

• Serve as a knowledgeable resource, explaining available tools, policies, processes, and solutions for digital online learning.


• Apply understanding and awareness of current Extension and University-supported tools and best practices for technology enhanced learning in support of Extension educators and staff


• Identify and bring forward issues/gaps regarding digital learning needs


• Use forms, tools, and established programs to gather and manage data and information


• Use technology tools and enrollment data to manage data and information

Independently but in alignment with Extension Learning Technologies’ guidelines:

• Provide general support for adding and formatting information and materials in various digital learning formats


• Serve as webinar assistant for educational webinars as requested


• Build participant surveys using provided questions and enter offline responses


• Understand and apply accessibility guidelines regarding digital learning products. This could include editing captions, creating transcripts, checking for alt text on images, etc.


• Support educators with editing (revision, review) and sharing multimedia for learning objectives (video, podcast, screencasts, etc.), including applying appropriate digital accessibility practices (editing captions, transcripts, alt text, etc.)


• Attend Extension Learning Technology meetings and ELT recommended training to build and strengthen job knowledge, training, and tool-related skills

General Office Support 10%

• Greet walk-in traffic, answer phone calls, and respond to inquiries and online communication


• Maintain equipment, including loaner inventory, workroom, office supply inventory, and make necessary purchases.


• Handle the office mail system, including maintaining the postage meter.


• Work with vendors, including obtaining estimates for office supplies, equipment, and services


• Schedule/maintain the schedule for office meeting rooms and public access to technology


• Maintain and report problems with Regional Office conference room technologies.


• Maintain documents with office operations and policies, including the staff directory, office space map, evacuation procedures, etc.


• Maintain the filing system for historical records and disposal, civil rights, etc.


• Orient new and existing employees on office hardware and practices (i.e., mail, keys)


• Serve as the county connection to support phone book listings, signage, University branding, etc.


• As requested, assist with projects and events; this may include making copies, arranging for food, securing a venue, or other logistics tasks


• Use a purchasing card to make purchases (e.g., conference registrations, supplies, meeting catering, and room reservations) and reconcile the P-card


• Prepare deposits for Extension programming, refunds, and other income received


• Check out the credit card machine and compile the related paperwork to forward to the regional merchant manager


• Collect employment paperwork for local and regional employees

Qualifications

Required Qualifications:

Four years of experience in an office setting and/or a combination of relevant experience and post-high school education and/or training to include:

• Advanced experience with Microsoft (Word, Excel, etc.) and Google Suite applications (Google Docs and Sheets, Google Drive, etc.) and internet browsers and searches


• Experience formatting, drafting, or writing routine to complex correspondence, reports, and meeting materials


• Ability to work in and with diverse groups and underrepresented populations and communities


• Excellent written and oral communication skills


• Skilled at working with details, managing workflow, and meeting deadlines


• Customer service experience


• Working ability to perform tasks involving prolonged work on a computer; and lifting, carrying, bending or twisting with occasional exertion of up to thirty pounds of force

Additional Requirement:

• Must have reliable internet if/when working outside of assigned office location


• Must be able to work regularly at a dedicated/assigned Extension Office


• Must be able to drive to conduct day-to-day business, including bank deposits, the post office, picking up food for meetings, etc.; may also drive to provide on-site support for events.


• Must have valid driver's license and own means of transportation with required liability insurance.


• Ability to maintain a flexible work schedule, typical work hours will fall between 7:30 am and 5:00 pm, with occasional requirements for evenings, weekends, and overtime.


• This position is not eligible for employment visa sponsorship.

Preferred Qualifications:

• Experience setting up in-person and virtual meetings and coordinating small events


• Expert-level customer service skills, including both in person, on the phone, electronically, and virtual


• Excellent organization and filing system skills


• Experience supporting more than one professional at a time and prioritizing work


• Excellent interpersonal and problem-solving skills


• Experience working in a Learning Management System


• Experience with hosting or co-hosting online meetings


• Experience putting together multimedia content (video, audio, etc.)


• Knowledge and understanding of Human Resource policies and procedures


• Experience working with online application systems and managing data/materials


• Experience working with confidential information

To apply, visit our website by clicking the APPLY button.