a. Work with the Assistant to the Chair and Coordinator of Undergraduate Advising to prepare teaching schedule.
b. Each semester, process all textbook orders and request desk copies; coordinate syllabi electronic filing; office hours log; and database of TA/Instructor preferences.
c. Work with the Coordinator of Advising and Department Administrator as information source for intra-office communications re: deadlines, office policies and University procedures.
d. Schedule conference room and AV equipment reservations using Astra and assist instructors when they request an alternate classroom/computer lab.
e. Assist in maintenance of yearly calendar of meetings.
f. Order supplies and maintain inventory.
g. Edit and maintain department directory database, rosters, and policy and procedure documents.
h. Edit, type and proofread correspondence, documents, reports, etc.
i. Other duties as needed.
2) Reception - 20%
a. Answer in-person and phone inquiries in a professional efficient manner, direct callers and/or relay messages.
b. Direct students, faculty, staff and visitors to the appropriate resources or individuals.
c. Schedule appointments for student advising and information sessions.
d. Work closely with student services/advising area and administration to keep informed of appropriate responses to student inquiries.
e. Assist with conference room setups, refreshments, and clean up for faculty meetings and other events.
f. Manage department workbox for work requests (photocopying, scanning, faxing, errands, etc.).
g. Back up for processing incoming and outgoing mail; and for maintaining department bulletin boards.
3) Accounting Transactional Support - 15%
a. Coordinate financial reporting with department accountant.
b. Process Electronic Card Activity Reports for approx 45 department Purchasing Card holders using People Soft.
c. Create Requisitions and Process Employee Reimbursements on sponsored and non-sponsored accounts in compliance with applicable policies.
d. Collect and place office supply orders, charge appropriate accounts (including supply orders through UStores, receipt of supplies and equipment, and necessary data entry into PeopleSoft).
e. Place orders and book travel for department members.
f. Copying, and filing of financial documents.
g. Other Accounting Duties as assigned.
4) Space and Research - 15%
a. Coordinate space planning, allocation and reporting.
b. Work with the Assistant to the Chair to analyze department space needs and determine office assignments.
c. Implement physical changes and additions to space and equipment to maximize research productivity.
d. Coordinate all remodeling and moving projects.
e. Assist in ergonomic assessments and recommendations.
f. Work with facilities on emergency plans.
g. Control all keys and address any security issues that may arise.
h. Work with Assistant to the Chair to determine and process new equipment orders such as network copier/printers.
i. Attend West Bank Advisory Committee meetings and serve as department liaison with the CLA Space & Facilities Committee.
5). Technical Assistance (10%)
a. Catalog and archive digital photos; coordinate with graduate assistant to print and update photos of PhD students once they defend their dissertation.
b. Update department's database which includes information on our alumni, faculty, graduate students, and staff.
c. Manage instructional lap top check out
d. Train new department members in use of equipment.
e. Monitor, maintain and troubleshoot for copying and scanning equipment.
-- High School Diploma/GED and four (4) years of related office and administrative experience, to include one year experience supporting an academic unit in a college or university setting. Training and/or education may be substituted for one (1) year of experience.
-- Demonstrated customer service skills on the telephone, via e-mail and face-to-face.
-- Excellent computer skills in Microsoft applications to include Word, Excel, and PowerPoint.
-- Accounting and transaction processing experience.
-- Work experience in higher education strongly preferred with knowledge of policies and procedures related to student and academic life. Experience working with faculty and students in higher education.
-- Leadership or program coordination experience.
-- Experience working in applicant tracking systems and financial systems. Accounting transactions support experience.
-- Prior experience with supporting academic administrative professionals.
-- Experience working with curriculum, or academic scheduling. Prior work experience or coursework within the social sciences.
-- Excellent verbal and written communication skills to include proofreading, spelling, and grammar.
-- Proven ability to work independently. Excellent organizational skills, to include multitasking and time management, and ability to prioritize tasks in a fast-paced work environment. Successful problem solving and decision making skills.
-- Typing speed and accuracy of 50 wpm.
-- Prior experience with electronic calendaring.
-- Ability to lift and carry up to 30 pounds (on occasion).
Internal Number: 334454
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.