University of Minnesota
Administrative Associate 1
University of Minnesota, Saint Paul, Minnesota, United States, 55130
Apply for Job Job ID 364673Location Twin CitiesJob Family Administration-GeneralFull/Part Time Full-TimeRegular/Temporary RegularJob Code 8208A1Employee Class Civil ServiceAdd to Favorite Jobs Email this JobAbout the Job
Description of PositionThe University of Minnesota's University Services unit (UServices) creates and sustains a physical environment and service culture supporting and advancing the teaching, research, and outreach mission of the University of Minnesota. We are the people behind the scenes that help make the University work each and every day. The Administrative Associate will serve two systemwide units within UServices, Finance and Sustainability. University Services Finance manages a combined annual operating budget of approximately $435 million and provides payroll services for 2,000 employees. We provide financial support to seven University campus operating units, ensuring compliance with university policies and procedures. Sustainability embodies mission principles of public service, responsible stewardship, innovation, and collaboration-all of which are central to advancing knowledge and serving society. This work is guided by Board of Regents Policy: Sustainability and Energy Efficiency and MPact 2025's commitment to "Build a Fully Sustainable Future". We advance this work through climate action planning and implementation, and by demonstrating state and worldwide leadership in sustainability teaching, research, and convening power.
This position is responsible for implementing and managing assigned administrative programs and reports to the Director of Finance, University Services. The person in this position will help to ensure the efficient and effective operation of the department.ResponsibilitiesThis position oversees and administers several programs that require the ability to coordinate, process, liaise, document, analyze data, make recommendations for program enhancements, and ensure departmental compliance.
Financial Support (40 %)* Reconcile purchasing cards, act as Departmental Card Administrator for purchasing and travel cards.* Requisition preparer for University Services Management Services team.* Review granting requirements and organize paperwork with external grantor system and within the University's policies and procedures (e.g. preparing reports to funders, accounting for expenses, filing for reimbursements/payment, etc.)* Support administration of internal grant funds to other UMN units, faculty, and students* Lead for purchasing non-capital supplies* Ensure compliance with university policies and procedures for all financial transactions.
Communications (20 %)* Distribute announcements through internal University channels* Perform content updates to University websites* Draft correspondence, report content, newsletters, and other material for internal and external stakeholders.
Administrative Support (40 %)* Support external and internal reporting by issuing requests to other parts of the University for data, tracking and ensuring fulfillment of those requests, and compiling, organizing, and ensuring data is complete* Digitize material, document management, data management file repository, etc.* Facilitate recruitment outreach, interview scheduling, hiring, and onboarding and termination process.* Schedule meetings with multiple people with complex calendars.* Coordinate and organize materials for meetings and workshops.* Administer annual processes (e.g. code of ethics).* Manage and oversee departmentally issued devices.* Assist in organizing departmental events.
Work EnvironmentWork is performed in an office setting, with the option to work remote one to two days per week as work permits.Qualifications
Minimum Qualifications* BA/BS or a combination of related education and work experience to equal four years; experience in applying knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution* Advanced skills in the use of MS Office Suite, Google Suite* Experience with Excel - formulas, data parsing, pivot tables* Experience working with confidential and sensitive information is required
Preferred Qualifications* Working knowledge of asset management* Familiarity with construction processes, assets, and service delivery* Experience with an EAM system* Experience with GIS* Experience with Smartsheet and project management software
Knowledge, Skills & Abilities* Knowledge and skill in materials procurement* Accuracy, attention to detail* Critical thinking skills in managing and analyzing data* Handling time-sensitive information* Excellent verbal and written skills; proven customer service orientation with the ability to communicate with a diverse population (engineers, trades, academics, etc.), and succinct authorship in communications and procedural documentation* Organization and time management skills with ability to prioritize tasks to meet deadlines* Experience overseeing complex administrative programs and projects from beginning to completion* Ability to maintain confidentiality, follow data security and privacy policies* Ability to develop, maintain, and oversee electronic filing systems* Ability to create/apply tools to increase efficiency and/or enhance operations* Ability to work both independently making complex decisions and as a team player* Ability to manage data including gathering and analyzing informationBenefits
Working at the UniversityAt the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.The University also offers a comprehensive benefits package that includes:Competitive wages, paid holidays, and generous time offContinuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit ProgramLow-cost medical, dental, and pharmacy plansHealthcare and dependent care flexible spending accountsUniversity HSA contributionsDisability and employer-paid life insuranceEmployee wellbeing programExcellent retirement plans with employer contributionPublic Service Loan Forgiveness (PSLF) opportunityFinancial counseling servicesEmployee Assistance Program with eight sessions of counseling at no costPlease visit the Office of Human Resources website for more information regarding benefits.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.eduEmployment 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).
Description of PositionThe University of Minnesota's University Services unit (UServices) creates and sustains a physical environment and service culture supporting and advancing the teaching, research, and outreach mission of the University of Minnesota. We are the people behind the scenes that help make the University work each and every day. The Administrative Associate will serve two systemwide units within UServices, Finance and Sustainability. University Services Finance manages a combined annual operating budget of approximately $435 million and provides payroll services for 2,000 employees. We provide financial support to seven University campus operating units, ensuring compliance with university policies and procedures. Sustainability embodies mission principles of public service, responsible stewardship, innovation, and collaboration-all of which are central to advancing knowledge and serving society. This work is guided by Board of Regents Policy: Sustainability and Energy Efficiency and MPact 2025's commitment to "Build a Fully Sustainable Future". We advance this work through climate action planning and implementation, and by demonstrating state and worldwide leadership in sustainability teaching, research, and convening power.
This position is responsible for implementing and managing assigned administrative programs and reports to the Director of Finance, University Services. The person in this position will help to ensure the efficient and effective operation of the department.ResponsibilitiesThis position oversees and administers several programs that require the ability to coordinate, process, liaise, document, analyze data, make recommendations for program enhancements, and ensure departmental compliance.
Financial Support (40 %)* Reconcile purchasing cards, act as Departmental Card Administrator for purchasing and travel cards.* Requisition preparer for University Services Management Services team.* Review granting requirements and organize paperwork with external grantor system and within the University's policies and procedures (e.g. preparing reports to funders, accounting for expenses, filing for reimbursements/payment, etc.)* Support administration of internal grant funds to other UMN units, faculty, and students* Lead for purchasing non-capital supplies* Ensure compliance with university policies and procedures for all financial transactions.
Communications (20 %)* Distribute announcements through internal University channels* Perform content updates to University websites* Draft correspondence, report content, newsletters, and other material for internal and external stakeholders.
Administrative Support (40 %)* Support external and internal reporting by issuing requests to other parts of the University for data, tracking and ensuring fulfillment of those requests, and compiling, organizing, and ensuring data is complete* Digitize material, document management, data management file repository, etc.* Facilitate recruitment outreach, interview scheduling, hiring, and onboarding and termination process.* Schedule meetings with multiple people with complex calendars.* Coordinate and organize materials for meetings and workshops.* Administer annual processes (e.g. code of ethics).* Manage and oversee departmentally issued devices.* Assist in organizing departmental events.
Work EnvironmentWork is performed in an office setting, with the option to work remote one to two days per week as work permits.Qualifications
Minimum Qualifications* BA/BS or a combination of related education and work experience to equal four years; experience in applying knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution* Advanced skills in the use of MS Office Suite, Google Suite* Experience with Excel - formulas, data parsing, pivot tables* Experience working with confidential and sensitive information is required
Preferred Qualifications* Working knowledge of asset management* Familiarity with construction processes, assets, and service delivery* Experience with an EAM system* Experience with GIS* Experience with Smartsheet and project management software
Knowledge, Skills & Abilities* Knowledge and skill in materials procurement* Accuracy, attention to detail* Critical thinking skills in managing and analyzing data* Handling time-sensitive information* Excellent verbal and written skills; proven customer service orientation with the ability to communicate with a diverse population (engineers, trades, academics, etc.), and succinct authorship in communications and procedural documentation* Organization and time management skills with ability to prioritize tasks to meet deadlines* Experience overseeing complex administrative programs and projects from beginning to completion* Ability to maintain confidentiality, follow data security and privacy policies* Ability to develop, maintain, and oversee electronic filing systems* Ability to create/apply tools to increase efficiency and/or enhance operations* Ability to work both independently making complex decisions and as a team player* Ability to manage data including gathering and analyzing informationBenefits
Working at the UniversityAt the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.The University also offers a comprehensive benefits package that includes:Competitive wages, paid holidays, and generous time offContinuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit ProgramLow-cost medical, dental, and pharmacy plansHealthcare and dependent care flexible spending accountsUniversity HSA contributionsDisability and employer-paid life insuranceEmployee wellbeing programExcellent retirement plans with employer contributionPublic Service Loan Forgiveness (PSLF) opportunityFinancial counseling servicesEmployee Assistance Program with eight sessions of counseling at no costPlease visit the Office of Human Resources website for more information regarding benefits.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.eduEmployment 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).