The Project Specialist works within the University of Minnesota Law Library administrative and accounting departments. Reporting to the Law Library Director and the Administrative Director, the Project Specialist exercises a high degree of independence in their day-to-day work, conducting data analysis, organizing and prioritizing multiple requests, tasks, and deadlines while continually problem solving and training and advising law library employees in regards to departmental and university policies and procedures. The position’s scope of interactions includes faculty, staff, students, members of the legal community, faculty at other law schools, external vendors, and members of the general public. This position serves as a backup for the Administrative Director, which requires complex interpersonal communication skills and the ability to effectively analyze data.
50 % Finance Department:
Serve as the department’s Chrome River navigator; train, advise, and prepare Chrome River expense reports in accordance with University policies.
Serve as a point of contact on financial and HR matters with a high degree of independence and decision-making authority; consults with the Administrative Director as appropriate.
Oversees employee expense reimbursements in EFS; analyze expenses for compliance with University and budgetary guidelines.
Prepare purchasing card (pcard) expenses in EFS; guide pcard holders with expense justification process; update invoices in Alma to reflect pcard payment and accurate source document ID from either EFS or external depository account statements.
Maintain accurate records of cash and check receivables for deposit and deliver to the Law School finance office for deposit according to University guidelines.
Generate and analyze bi-weekly payroll abstract verification reports; check time reporting for inaccurate entries.
Enter appointments of student and department employees in HRMS.
Track professional development funds for Law Library; prepare monthly statements of these funds for each employee with access to professional development funds
Provide Administrative Director with periodic analysis of historical and current department expenses using University finance reports.
Generate fund expenditure report to analyze and advise other Law Library staff on current and projected trends for specific sub-department goals and projects.
Advise Acquisitions department on fund and payment best practices.
Audit invoices submitted by Acquisitions staff, analyze for accuracy, and approve for payment.
Review and analyze daily financial reports for accuracy; record voucher numbers on invoices and affix invoice barcode labels; scan all invoices for inclusion in EFS.
Identify, recycle, and pre-edit error vouchers in EFS; correct, close, or delete, as necessary.
Check vendor/supplier codes in EFS and Alma for accuracy; contact vendors for appropriate documentation and initiate requests for vendor code creation or changes with the Controller’s Office.
Prepare foreign invoices for payment via wire transfer in accordance with University policy.
Prepare non-acquisitions departmental invoices for payment in EFS.
Serve as primary liaison to external vendors regarding accounts payable and receivable.
Review and analyze monthly vendor statements for accuracy and proper documentation.
Identify errors and discrepancies in statements; follow up with vendor and/or Acquisitions department as needed to ensure timely and accurate payment.
Maintain and analyze Alma fund records to ensure an accurate reflection of payments recorded in EFS.
Work with Administrative Director in monthly and year-end fiscal processes, this work involves analyzing past and present financial data, and recommends changes or solutions based on the analysis.
Serve as liaison to the Law School Finance department and, during fiscal year closing period, the University Libraries Business Office.
Serve as backup for Administrative Director’s financial duties in their absence, which includes the handling of complex interpersonal communications both internally and externally.
30% Library Administration and Support:
Provide administrative, scholarly, and curricular support for the Law Library Director and administrative support for the Administrative Director.
Conduct media searches and research on informational databases and evaluates results.
Gathers information, prepares, and edits informational summaries; create, edit, and proofread manuscripts, reports, graphs, presentations, correspondence, and other documents as requested by the Law Library Director.
Identify, collect, and compile materials to assist Law Library Director with departmental and law school projects, including creation of class materials.
Compose and type correspondence as requested by the Law Library Director.
Handle confidential and information-sensitive materials.
Plan and coordinate departmental conferences and other events with internal and external participants, including scheduling, communications, lodging, vendor negotiations, catering, budgeting, technology setups, and travel arrangements.
Coordinate room reservations for department meetings and events in Astra.
Assist Law Library Director with scheduling and making travel arrangements, ensuring completion of necessary expense reimbursement paperwork, and creating reports in Chrome River as a delegate in accordance with university policies and procedures.
Coordinate inter-departmental library communications through email, and maintaining internal listserv.
Oversee internal incoming and outgoing mail, fax distribution, and shared department calendar.
Manage departmental general supplies, ordering supplies as necessary through UMarket and/or other vendors.
Research pricing of materials and capital equipment.
Assume administrative responsibility for Library Director and Administrative Director’s special projects.
Create annual usage statistic reports for external agencies.
Develop standardized department methods for gathering, organizing, and analyzing of statistical data from the various information databases and reports.
Serve as backup for Administrative Director’s administrative duties in their absence which involves the handling of complex interpersonal communications both internally and externally.
15% Student Supervision:
Provide accounting and administrative support in the hiring and training process for student assistants.
Provide training and orientation program for new student employees as needed.
Instill importance of strong customer service skills and act as a model of good service.
Responsible for posting all of the unit’s student worker vacancies as requested, performing I-9 verifications, placing work study awards in PeopleSoft, and maintaining communication with department supervisors regarding work study balances, and verifying student employment eligibility.
Responsible for monitoring and tracking individual student work-study funds and payroll budget allocation balances.
Prepare projections for student worker funds and recommend possible solutions to fund student worker scheduling.
5% Departmental Projects and Committee Work; Other Duties:
Maintain files and back up documents in accordance with departmental and University policies and General Accepted Accounting Principles (GAAP).
Serves as the department’s primary coordinator in scheduling, planning, and communicating all Law Library meetings.
Attend Law Library meetings and participate on Law Library and Law School committees, as necessary.
Collaborate with colleagues and assist other departments within the Law Library and the Law School.
Support Law Library Circulation Department with filing looseleaf supplements.
Special project management duties as assigned.
High School diploma / GED
Experience working in an educational and/or legal setting.
Five (5) years of related office and project management experience. Must have direct experience in two or more of the following areas: providing assistance to and support for an executive or director, event planning and oversight, direct customer service, and general accounts transactions.
Demonstrated proficiency using common word processing and spreadsheet applications (e.g., Microsoft Word, PowerPoint, Excel, electronic calendaring, web-based reporting and data manipulation).
Demonstrated excellent communication, customer service, writing, and problem solving skills.
Demonstrated ability to take initiative and independently prioritize multiple and competing work assignments.
Demonstrated ability to accurately complete time-sensitive work with high attention to detail.
Demonstrated ability to maintain confidentiality and use appropriate judgment in sensitive situations.
Demonstrated ability to maintain established work standards and procedures, as well as adapt easily to procedural changes.
Substantial experience proofing and editing correspondence, manuscripts, reports, and other documents.
Knowledge of legal materials.
Experience using Alma or similar integrated library system.
Experience using EFS and HRMS (Peoplesoft) at the University of Minnesota.
Experience supervising student assistants.
Internal Number: 340454
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.