Priority Application Deadline: Monday, June 21, 2021
The Executive Office & Administrative Specialist manages and coordinates the day-to-day operations of UHP and assists and facilitates its initiatives and administrative needs, ensuring excellent service to students, staff, faculty, alumni, and other University units.
This full-time position supports the administrative and programmatic functions of the University Honors Program. The University Honors Program is home to 2400 high-achieving undergraduate students from every college on the Twin Cities campus. UHP's staff of 19 serves students via academic advising, honors curriculum, co-curricular opportunities, and social events. UHP staff provide the guidance, support, and means for students to take full advantage of the resources and opportunities available at the University of Minnesota.
A successful candidate will need to develop a strong working knowledge of programs offered by UHP to ensure the students they supervise are trained to provide excellent customer service for our guests online, on the phone and in person. This position is a key member of the University Honors Program and it will be important for this team member to develop positive working relationships with the UHP staff and others around campus.
DUTIES & RESPONSIBILITIES:
Administrative Support to the Director, Associate Directors and Staff – 35%
Serve as front desk receptionist, greet people and respond to inquiries. Assist with the director’s calendar and consult to establish priorities, making appointments as needed. Maintain several additional office calendars. Work with Admissions to schedule visits with prospective students and their families. Coordinate scheduling and take minutes for UHP staff meetings, UHP Faculty Advisory Board meetings, the UHP Advisory Council, and occasional UHP advisor meetings. Serve on several UHP committees, occasionally as chair. Maintain HR files of current and former UHP staff and student workers. Support new staff searches and hires. Assist in orientation of new employees. Maintain UHP’s listing in the university directory. Provide back-up support for UHP staff. Provide support for the Office of National and International Scholarships and make arrangements for special meals and receptions. Assist with travel arrangements for staff and students. Assist with special projects as needed.
Curriculum Support - 20%
Work with the Associate Director for Curriculum and outreach to facilitate new and updated course entry for Honors courses.Coordinate details for Honors Seminars and communicate with seminar instructors regarding class meeting times, classrooms, textbooks, desk copies, off campus class trips, final exam schedule, and special concerns. Enter data into Collaborative Course Scheduling (CCS) for approximately 35-40 Honors Seminars per academic year and make revisions as needed. Oversee the distribution and collection of student evaluation forms. Coordinate use of the UHP departmental classroom.
Student Employee Supervision – 15%
Manage the hiring and work of student tutors for students enrolled in honors chemistry, math and physics. Solicit names of candidates and assess their suitability. Assist new hires with the HR process. Schedule tutoring sessions and communicate with the tutors, faculty, residence hall and students. Track attendance and prepare and administer evaluation materials.
Facilitate the hiring of new student office assistants by reading applications, interviewing and selecting new hires. Supervise and support student workers. Assist the new hires with the HR process. Share office protocol expectations and prepare and administer evaluation materials.
Office Administration – 15%
Monitor and purchase office and kitchen supplies. Inventory office equipment and request service, replacement, or disposal as needed. Maintain, evaluate and modify paper and electronic files; archive significant files. Serve as the Facilities Management office contact, the Northrop building contact, the Department Facility Representative (requesting staff building access and assigning office keys), and backup Department Space Coordinator.
Finance Support – 10%
Work with the UHP Director to prepare financial documents. Research, gather, process, and enter expense information for check requests, travel reimbursements, procurement card justifications, and other financial transactions. Resolve discrepancies with accounts and payments. Maintain document files. Track spending and assist with budgeting. Create financial reports for large events.
Event and Programming support (5%)
Assist with UHP programs and events. Reserve rooms, arrange catering, make travel arrangements, purchase supplies, create detailed itineraries, evaluate and keep records.
High school diploma and 4 years of work experience, or a combination of post-secondary education and relevant work experience to total 4 years.
At least 1 year of customer service related experience.
Education and/or work experiences in administrative support, office operations, budget administration, project and event coordination.
Experience managing multiple responsibilities and assignments simultaneously, with demonstrated ability to prioritize workload, follow up and meet deadlines, and handle interruptions while paying attention to details.
Ability to handle confidential information and maintain confidential materials with discretion.
Must have experience working in an office environment and must possess proficiency with word processing, email, and basic spreadsheet programs.
Demonstrated ability and willingness to communicate effectively, both orally and in writing, with diverse groups including people from a variety of races, classes, and cultures.
Previous experience with the University of Minnesota budgeting, curricular, and advising systems (e.g., Enterprise Financial System (EFS), Electronic Course Authorization System (ECAS), APLUS, PeopleSoft).
Previous experience supervising student staff while fostering their personal growth and development.
Ability to handle complex situations, including de-escalation.
Demonstrated experience with diversity training and awareness.
Internal Number: 341171
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.