This position is located in the Department of Curriculum & Instruction, an academic unit in the College of Education & Human Development. The employee’s primary administrative responsibilities are providing purchasing functions for faculty and staff and coordinating office management support in the department’s two main office spaces located in Peik Hall (Minneapolis campus) and Learning and Environmental Sciences (St Paul campus).
Purchasing and Reimbursements (65%)
Request purchase orders, receive purchases, and process payments for recurring expenses (copier, postage meter, etc.).
Set up vendors in University system and process documents for outside (invoice) payments and for student payments.
Maintain up to date knowledge of financial policies, to inform and advise faculty, students and staff about purchasing and payments.
Make purchases on department Purchasing card (PCard) as appropriate, and reconcile PCard purchases in online system.
Report faculty travel and professional development fund balances.
Respond to department personnel and guests’ requests for travel and lodging arrangements and payments, travel reimbursements, and honorarium payments.
Prepare employee expense reports accurately and in compliance.
Purchase supplies, equipment, and academic materials, assigning purchases to appropriate accounts.
Manage department textbook ordering process. Communicate process information and deadlines to faculty and serve as department staff liaison to bookstore.
Collect, deposit, use, and provide general management for department Sunshine Funds.
Provide input on policies related to financial operations in the department.
Front Office Management (35%)
Manage office space upkeep and large equipment in the Minneapolis and St Paul office spaces; order maintenance as needed and make recommendations for equipment upgrades and changes.
Coordinate support provided by front office staff and supervise front office student workers.
Recruit job applicants, conduct interviews, and hire new front office staff when vacancies occur.
Train new employees, assign work duties, and mentor front office staff.
Conduct performance evaluations; provide development opportunities when needed.
Maintain copier codes and add new users; provide month-end usage reports to U of M Office Equipment Services.
Serve as primary backup for front office student workers; act as receptionist as needed.
Coordinate the course review process every semester; collect and track reviews, electronically file, prepare reports for the Chair, and troubleshoot with faculty when their reviews are not processed correctly.
Take minutes and manage records for Department Meetings and other meetings as needed.
Organize committee assignments, ballots, and votes for faculty and staff.
Other duties as assigned.
High School Diploma/GED and four years of related office experience. Training/education may be substituted for some years of experience.
Demonstrated computer experience in word processing, spreadsheets, and email.
Proven ability to work with financial documents, reports, and data.
Experience with Gmail, Google Calendar, Google Docs and Google Forms.
Experience managing office operations and supervising student workers.
Strong oral and written communication skills, ability to work independently as well as part of a team.
Customer service skills for individuals from a wide variety of backgrounds.
Demonstrated ability to solve problems, organize workload, and manage multiple priorities.
Ability to assess procedures and implement continual process improvement.
Internal Number: 341172
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.