POSITION DESCRIPTION This position provides administrative support to all CCAPS graduate programs. Current CCAPS graduate programs include the Master of Biological Sciences, Master of Professional Studies in Horticulture, Master of Professional Studies in Arts & Cultural Leadership, Master of Professional Studies in Integrated Behavioral Health, Master of Professional Studies in Addictions Counseling, Master of Professional Studies in Civic Engagement and the Human Sexuality certificate. This position reports to the CCAPS Associate Dean for Graduate Education.
RESPONSIBILITIES Office and Administrative Support (50%) - Provide logistical coordination for staff meetings, faculty meetings, advisory board meetings, record minutes of advisory board meetings - Oversee event setup including for orientation, program information sessions, final presentations etc. Arrange for meeting rooms, refreshments/food, required AV equipment, assemble materials. - Plan annual Graduate programs Fall Celebration. Help support college-wide events like the CCAPS Fall Reception, Commencement and Homecoming - Produce and distribute department event mailing lists, invitations, track RSVPs - Maintain electronic and physical office files, course syllabi, course offerings, contact information and mailing lists - Research and update program information such as alumni placement, program fact sheets, etc. - Maintain updated lists of contact information for internship/board practicum sites - Maintain office supplies for Graduate Programs, maintain and organize Graduate Programs swag - Submit and track print marketing request forms, in consultation with the Associate Director for Graduate Programs - Provide administrative support to admissions coordinator during fall and spring admissions cycles - Other administrative and office duties as assigned
Payroll, Reimbursements and Expense Processing (35%) - Process teaching contracts for in-person and online courses. Maintain contract files - Enter instructional payroll requests in CCAPS Smart Forms - Enter Directed Study and Directed Research payroll requests in CCAPS Smart Forms - Responsible for payments for honoraria, one time payments, vendor contracts, travel and other reimbursements - Maintain records of instructional payments. Provide reports as needed
Instructional Support (15%) - Classroom schedule adjustments as needed - Request special rooms, AV equipment from the Office of Classroom Management - Order textbooks, including desk and exam copies - Coordinate copyright, course packet, and digital course packet requests - Review and update course companion site links and learning resources - Maintain and produce printed information packets and other departmental material as needed
Required - High School Diploma or GED - At least four years of office support and administrative experience - Competence with Google Suite (gmail, google docs, calendar, drive etc.), Microsoft Word, Excel, Mail Merge
Preferred - Additional 1 year of general office support - Experience in a higher education setting with demonstrated ability to multi-task and adapt to shifting workflow. - Evidence of strong written and verbal communication, organizational skills and attention to detail - Experience working with a broad range of individuals in various roles - Experience using the University’s Enterprise systems
Internal Number: 332340
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.