The Humphrey School of Public Affairs inspires, educates, and supports innovative leaders to advance the common good in a diverse world. In addition to being a top 10 professional public policy and planning school, the Humphrey School offers several high quality, well regarded professional development programs (non-degree) offered to groups (or "cohorts”). These programs engage practitioners, leaders, and policymakers across sector, geography, and fields.
This position provides program and administrative support for select Humphrey School cohort programs, creates and manages communications with cohort participants, and works to build connection between cohort participants and the School. A successful candidate will have a keen eye for detail, ensure all communications are clear and thorough, as well as be comfortable conversing with a diverse community and multitude of stakeholders, while assisting in problem solving and answering questions. Cohort programs supported by this position include but are not limited to the Humphrey Policy Fellows Program and the Senior Leadership Institute and Equity Works Leadership Institute.
75% Center for Study of Politics and Governance, Humphrey Policy Fellows Program and Senior Leadership Institute & Equity Works Leadership Institute, Future Services Institute • Serves as one of the main points of contact for participants in the Humphrey Policy Fellows program, helping to provide a meaningful and consistent connection between the participants and the Humphrey School. • Organizes and executes the administrative and logistical aspects of cohort meetings, in consultation with program leaders. • Creates and prepares session materials (agendas, content support materials, name badges, etc.) and online group sites for cohort members. • Handles complex communications, both verbally and in writing, on behalf of program. Investigates and develops responses to complicated, complex and/or sensitive inquiries, requests and issues. • Manages relationships with internal and external vendors to arrange facility and space rental, catering, audio-visual and other services as needed. • Arranges travel, including hotel stays and flights, as needed for cohort members for program-related travel. • Tracks event expenses and makes decisions that keep budgetary resources in mind; Processes financial documents, including invoices, payments, and purchasing card documentation. • Creates and maintains database records of cohort members; Processes session evaluations and feedback. • Participates as part of the staff team for relevant cohort programs; meets regularly with program leaders to engage in scheduling, planning, and evaluation of sessions. • Utilizes creative problem solving within University policies to respond to both anticipated and unforeseen problems. Resolves issues and problems independently, as appropriate. Identifies areas of improvement and makes recommendations. • Evaluates event processes to recommend actions and solutions for improving future events. • May assist with additional tasks as needed.
25% Other Programs and Project Support • Assist with program materials for Humphrey School events, including the writing and production of printed and electronic materials. Such materials include programs, invitations, flyers, websites. • Assist with promotional plans for programs which may include email marketing, social media, webpage, etc. • Assist with mailing lists, databases of participants and stakeholders, and other electronic and printed records of activities.
Required Qualifications (must be reflected in application/resume/cover letter): • High School Diploma/GED. • Five years’ experience in administrative positions, including successful coordination of projects, programs, and/or initiatives. Coursework in related field may substitute for some years of experience. • Demonstrated ability to multi-task and prioritize in a fast-paced environment, take initiative, meet deadlines, manage competing priorities, and provide administrative support to multiple individuals. • Experience working and providing support in a complex administrative environment. • Excellent communication skills, both written and verbal. • The ability to listen well and work effectively with individuals who are diverse in race/ethnicity, age, geography, political affiliation, country of origin, and more. • Demonstrated commitment to excellent customer service, professionalism and integrity. • Strong computer skills and ability to learn new programs quickly. Experience and advanced level/proficiency with Microsoft Office applications (Word, Excel, PowerPoint), Google Suite, including calendar. • Available to work a flexible schedule and occasional nights and weekends, including an annual 3-night trip to Washington, D.C. • Reliable transportation to off-site locations for delivery and set-up of program materials.
Preferred Qualifications: • Interest in public policy or civic affairs. • One or more years’ experience providing support for University programs. • Demonstrated knowledge and extensive experience of the University of Minnesota systems and resources. • Experience providing high level administrative support to University leaders and faculty. • Experience and high-level skill with Skype, GoToMeeting, Zoom.
Ideal Candidate will have/be able to: • Background in producing and executing events. • Excellent interpersonal skills and ability to handle difficult situations with students, staff, faculty and external stakeholders gracefully. • Strong ability to develop and manage positive working relationships. • Collaborate with colleagues. • Make sound decisions, act independently, and problem solve.
Physical Requirements: Ability to communicate orally is important. Regular use of the telephone and e-mail for communication is essential. Standing, sitting, bending, moving objects (e.g. setting up tables and chairs in meeting rooms), and lifting (up to 20 lbs.) may be common. Good manual dexterity for the use of common office equipment such as computer, calculator, and copiers is required.
Work Environment: The job is performed indoors in a variety of settings, including the office, conference rooms, and classrooms. Many of the meeting sites are at locations outside the University of Minnesota, mainly in the Twin Cities metro area. This position will also assist in coordinating a 4-day, 3-night study trip to Washington, D.C. as part of the Policy Fellows program.
Hourly pay range is $19.89-$22.83.
Internal Number: 333581
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.