Administrative Associate 2
University of Minnesota, St Paul, MN, United States
About the Job
The Administrative Associate 2 in the Office of the President is a key partner, providing strategic administrative support to senior leadership, assisting with high-level projects, coordinating committee meetings, and working to advance initiatives on behalf of the Office of the President. This role is integral to the smooth operations, ensuring staff are informed, prepared, and aligned while ensuring administrative processes are efficient and effective. Working in a fast-paced, dynamic environment, the Administrative Associate II collaborates closely with internal and external stakeholders to advance the University's mission.
This is a 100%, 12-months continuing Civil Service appointment (job code 8208A2, Admin Associate 2).
JOB DUTIES:
Strategic Administrative Support (40%):
- Executive Level Calendar Support: Provides in depth, extensive calendar support requiring prioritization of multiple competing needs with effective communication across various stakeholders (especially administrative colleagues) throughout the University and with external partners.
- Strategic Partnership: Understands and works to support the goals of the Office of the President. Assists with the implementation of systems/processes that are critical to the support of strategic initiatives.
- Proactive Planning: Anticipates the needs of senior leaders, reviews daily logistics and prepares briefing materials to make sure each day is highly organized and planned appropriately.
- Provides administrative support and document management specific to the Board of Regents materials being sent from the Office of the President. Reviews submissions and works to ensure the final materials are exceptional quality.
- Represents the Office of the President with internal and external partners with the highest level of professionalism, discretion and tact with a focus on providing exceptional service in all interactions.
Administrative Operations (60)%:
- Event and Meeting Leadership: Ensure high profile events run smoothly, representing the professionalism and prestige of the Office of the President. Manage all aspects of executive meetings and events, including attendee logistics, communications/reminders, guest coordination, collection of materials and - when appropriate - vendor management. Support the management of the Presidents Football suite, including coordinating credentials, tickets, parking needs and proper set up on game days.
- Confidential and High-Sensitivity Coordination: Support the Director of Administrative Services by handling sensitive materials, coordinating high-level appointments, maintaining strict confidentiality and practicing the utmost discretion.
- Operational Efficiency and Improvement: Handle a high volume of competing administrative tasks that require an ability to effectively prioritize and handle with the appropriate level of urgency. Continuously analyze existing processes. Recommend and initiate improvements to office operations. Ensure the highest level of efficiency and effectiveness in support of the President's Office staff.
- Facilities and Resource Management: Serve as the Resource Responsibility Center Facility lead and Departmental Facility Representative, managing the security of our physical office environment and communications to building occupants. Manages workspaces within the office to make sure they are fully equipped for optimal operation.
- Financial and Travel Oversight: Manage reimbursements, travel card reports, and other financial documentation for senior staff using Chrome River. Manage institutional memberships and membership invoices.
- Collaboration: Develop and maintain effective and positive working relationships internal and external to the President's Office, including University and collegiate leadership and state agencies.
- Coordination of other departmental projects as assigned.
- Provides backup administrative coverage for other areas as needed
WORK DAYS: Monday to Friday
WORK MODE: Monday to Thursday in person on campus, Friday - hybrid
Qualifications
REQUIRED QUALIFICATIONS:
- Bachelor's degree plus a minimum of 2 years of related experience or a combination of education and experience to total 6 years
- Proven experience thriving in fast-paced, deadline-driven environments, delivering structured work with accuracy and timeliness.
- Strong demonstrated organizational and project management skills, including the ability to handle multiple tasks simultaneously.
- Ability to work both independently and as part of a collaborative team, with a high level of self-direction and resourcefulness.
- Advanced / Expert knowledge of Google Suite (Gmail, Calendar, Drive), MS Office Suite (Word, Excel, PowerPoint) and Zoom. Comfortable learning new technologies to become proficient in systems/software necessary to successfully perform assigned tasks.
- Exceptional written and verbal communication skills, with a focus on precise, professional correspondence. Independently writes communications while also reviewing and editing departmental documents for grammar, style and formatting.
- Demonstrated ability to manage confidential information with the utmost discretion.
PREFERRED QUALIFICATIONS:
- Experience working in a higher education environment
- Previous experience supporting an executive-level leader
- Ability to work collaboratively with diverse audiences
Pay and Benefits
Pay Range: $65,000-$80,000; depending on education/qualifications/experience
Time Appointment: 100% Appointment
Position Type:Civil-Service 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
How To Apply
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.
Diversity
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
Employment Requirements
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.
About the U of M
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).