This position provides operational, human resources, and financial support to the Institute for Social Research and Data Innovation (ISRDI). The position provides service primarily to ISRDI staff as well as to members and visitors and other external customers (inside and outside the University). The position functions as a member of the ISRDI Admin Team and works closely with other staff and members of the ISRDI. This position reports directly to the HR & Operations Manager. ISRDI is primarily funded by federal grants with many projects encompassing international partners. Administrative personnel at ISRDI must excel within a diverse team environment and be comfortable providing service to ISRDI affiliates and researchers from all over the world including many communities and cultures.
General Administration & Operations - 50%
Manage recurring, sometimes complex events requiring a high degree of logistical coordinating and attention to detail.
Oversee the maintenance of office supplies and equipment for efficient operations.
Serve as the backup to the Operations Coordinator for all facilities/space related requests.
Serves as front desk lead worker who creates schedules, assigns and directs work and provides orientation and training of part time workers on the reception team.
Serve as a back-up for front desk receptionist, and monitor front desk during absences of regular receptionist; answer main phone line and other lines as needed, refer calls, take messages, greet, welcome and direct visitors.
Stays up-to-date on knowledge of University, federal and ISRDI guidelines with regard to travel, purchasing, payroll, hospitality, etc. Provides information and guidance to ISRDI staff as needed.
Prepares files and assists in records management.
Special projects supporting ISRDI administrative operations.
Human Resources - 10%
Serve as primary Time and Absence Administrator for ISRDI; managing ISRDI staff timesheets, vacation and absence reporting, tracking, and monitoring of routine leaves; maintain data integrity of time and leave data entered by employees in the electronic time and absence system.
Communicate with the Office of the VP for Research (OVPR) Human Resources as needed.
Financial - 40%
Primary point person for preparation and entry of financial documents:
Prepares invoices for payment by the OVPR Cluster. This includes preparing check request forms, preparing professional services information sheets (PSIS), initiating wire transfers, and receiving requisitions in EFS. This requires determining correct chart field strings and obtaining information for entry.
Departmental Chrome River expert. Regularly assist staff and members with data entry for reimbursements. ISRDI travel and expense reimbursements are complicated and complex because of international projects. Coordinates with travel approvers on pre-approved requests and resolves discrepancies. Tracks staff travel reimbursements.
Obtains receipts and required information as related to travel and expense reimbursement for non employees, prepares required documentation and submits to the OVPR cluster for entry.
Prepare cost transfers journals as instructed by supervisor, determining the appropriate debit and credit accounts as well as confirming the correct chartfields are used.
In addition to making purchases with their own PCard when appropriate, this position obtains purchase receipts from card holders, reviews for accuracy and completeness, determines appropriate account string to charge, reconciles charges in EFS, obtains signature, scans and submits to Perceptive Content meeting all University deadlines.
This position is represented by the bargaining unit AFSCME Clerical.
Expected salary range: $16.34 - $19.23 USD/hour.
MN State Retirement System (MSRS) pension plan - tax deferred.
13 paid vacation days per year (starting accrual rate), in addition to 13 paid sick days and 11 paid holidays.
Reduced tuition opportunities covering 75% - 100% of eligible tuition.
Excellent and affordable health care benefits.
Wellness program with opportunity to earn lower health care rates.
• High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience. • Computer experience to include Google suite (Mail, Docs, Drive, Sheets) and Microsoft applications (Work, Excel). • Experience with customer service or hospitality. • Strong verbal and written communication skills. • Strong attention to detail.
• Experience with event planning and/or execution. • Experience with administration of an electronic time or absence system. • Experience with PeopleSoft EFS and/or HRMS. • Experience with formal or informal supervision and work direction.
Internal Number: 334340
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.