Executive Ofc and Admin Spec

Duties:

Purchasing (60%)

• Point of contact and departmental expert on University and Department purchasing policy and primary purchasing specialist for the Department.
• Execute daily purchasing duties such as change orders and procurement card orders and transaction reconciliation, and resolve issues with requisitions and purchase orders in coordination with appropriate Department faculty, staff, and College accounting personnel.
• Manage fulfillment challenges with suppliers, end users, delivery contractors, and other parties as needed.
• Oversee roster of requisition preparers in the Department; assess and identify operational efficiencies for department-wide procurement and implement changes; train, coach, and provide guidance to preparers.
• Prepare non-UMarket and complex orders such as contracts for professional services and purchase of capital assets that may require competitive bid process or exceptions to bid; Ensure all stakeholders from Department, College, and/or Purchasing are consulted as appropriate.
• Serve as liaison between Department faculty, staff, and College accounting personnel and assist Department Accountants with compliance of University, College, and Department policies and procedures.
• Serve as point of contact for ClinCard pre-paid debit card subject payment system and Chrome River Navigator; assist faculty and staff with making travel arrangements and advise faculty and staff on University and Department travel policies and procedures, resolve expense claim errors.

Administrative Support (35%)

• Manage the front desk of the department office and departmental email account by greeting visitors, answering department phone lines and emails, respond to inquiries, checking voicemail, and provide welcoming customer service to all internal and external visitors.
• Serve as primary note taker for Department faculty and staff meetings and maintain meeting files in Google Drive.
• Provide calendaring support including scheduling meetings for Department Chair, Administrative Director, and faculty including reserving conference rooms and maintaining an up-to-date calendar for the department Chair.
• Oversee department mail and package delivery, and oversee telecommunications repair requests and phone orders/phone moves.
• Arrange travel and conference registration for faculty and staff within the department as needed.
• Maintain and secure inventory of department keys, vehicle parking passes, and equipment including laptops and LCD projectors and provide access to departmental offices, labs, etc. as needed.
• Serve as department resource for facilities including offices, labs, classrooms, and arranging logistics for moves and lab clean ups.

Other Project and Duties as Assigned (5%)

Qualifications:

All required qualifications must be documented on application materials.

Required Qualifications

High School Diploma/GED and four years of related office experience OR a combination of education/training and experience to total four years.

Required computer skills include proficiency with Microsoft Office software (Word, Excel, PowerPoint), Google calendaring, E-mail and Google Docs and Forms.

Experience with meeting scheduling and coordinating event logistics.

Experience composing and editing business communications.

Demonstrated ability to respond to inquiries (in person, by phone, or electronically) in a friendly and professional manner, while operating in an environment with frequent interruptions.

Preferred Qualifications

Experience working in an academic research unit.

Demonstrated skills in problem solving including awareness of when to escalate issues and when they can be addressed independently.

Experience using the University EFS system to prepare purchasing and business documents (purchasing, reimbursements, travel, procurement cards).

Experience with Chrome River platform.

Pay Range: $22.71 - $28.65; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented 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

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a 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.

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

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.

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).