This position provides executive administrative support to the U Construction Department. This position serves as an administrative floater providing back up support within U Construction.
Responsibilities include but are not limited to performing daily administrative work processes. This position works directly with department managers, supervisors, executive administrative and staff. The individual must possess a high level of verbal, written and communication skills, with the ability to proof, create and update documents. The position interacts, works with, and communicates with all U of M employees, including staff from coordinate campuses, therefore must be outgoing, able to provide, interpret and complete administrative direction. Must be proficient in Word, Excel (formulas, filtering and graphs), PowerPoint, Google (calendar, CSV file sharing, forms, documents, sheets) and able to quickly adapt to using internal and external software systems (Access, TRIRIGA, Web Reporting and State/County applications). This position ensures departmental updates are completed for frequent personnel changes, card/key access, mobile device updates/changes, and vendor/financial processes.
Receives customer inquiries via telephone and email and works with staff to respond.
Maintains electronic database and employee files via (Google, MS Office, TRIRIGA and PeopleSoft).
Orders department work apparel and office supplies.
Schedules required staff physicals.
Maintains department AT&T website, orders new mobile devices, makes equipment changes, updates contacts, user information, suspends service, loads CSV contact files and issues mobile devices to staff.
Submits supervisor, staff and customer, key, card and access requests.
Process miscellaneous cost entries to project work tasks and approves invoices.
Creates annual and standing Purchase Orders and Work Tasks within TRIRIGA.
Makes inquiries based on customer needs to appropriate FM and University Services Departments.
Uses computer software including Microsoft Office suite and management reporting systems (i.e., TRIRIGA, Google, PeopleSoft, Drupal) to maintain data, generate reports and post department information.
Composes correspondence, processes accounting and purchasing card documents, develops and maintains department SOP’s (standard operating manuals).
Manages department Google calendars (meetings, safety trainings, appointments) and plans/organizes meetings and events.
Gathers data as requested and compiles information for reporting.
Ships and receives materials, orders office supplies and distributes mail.
Maintains (paper and electronic) file systems.
Schedules office phone and computer installations, changes and repairs.
Schedules the use of limited office resources (meeting rooms, vehicles, etc.)
Maintains copiers, fax, printers and supplies and service contracts.
Assist with employee expense and credit card reimbursements.
Other administrative duties as assigned.
This job may be designated as essential. The employer retains the right to change or assign other duties to this position.
Essential Functions of Position:
Executive Administrative responsibilities, customer service, student hiring, maintenance of paper and electronic personnel files, financial and inventory supply files, data entry, scheduling, mobile device management, card/key access and computer proficiency.
Responds to and handles internal and external staff/customer inquiries on behalf of Abatement, HMP and Central Services department.
Work Environment: The work is performed in a general office setting.
Minimum Qualifications: High School Diploma/GED and four years of related executive administrative experience. A high level of computer experience is required. Previous experience in facilities management operations environment is strongly preferred.
Essential Qualification: Regular attendance is an essential qualification to this position.
Knowledge, Skills and Abilities:
Excellent oral and written communication skills including customer service and the ability to deal with challenging people.
High skill level using a personal computer and experience using MS Office Suite, TRIRIGA, PeopleSoft, Access, Drupal, Google (calendar, docs, forms, sheets) for word processing, spreadsheets and database retention.
Ability to organize and maintain electronic and hard copy filing systems.
Strong organizational, time management, and problem-solving skills.
Ability to maintain workspace in a neat and orderly manner.
Ability to work as a team player in a fast-paced, deadline driven environment.
Ability to gather and analyze information.
Ability to draft memos and correspondence.
Internal Number: 339540
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.