<p>This position is covered by the AFSCME Clerical Union. Union/Fair share deductions may be made.<br /><br />Department Front Desk Administrative Operations - 60%<br />1) Maintain Front Desk Listservs and Calendars: firstname.lastname@example.org (conference and room scheduling), email@example.com (front desk requests), firstname.lastname@example.org (includes mekey requests), Parking Hang Tag Calendars.<br />2) Assist with onboarding and offboarding of new faculty and staff and all associative supply orders (nameplates, business cards, stationery, wall plates, office supplies, access requests, etc.).<br />3) General administrative support (mass mailings, departmental events, etc.).<br />4) Provide communications support for ME News, update and print building signage for ME rooms, offices, and labs.<br />5) Schedule room reservations, make catering reservations, send out calendar invites to ME Staff/ME PA or ME FAC and pick up catering, set up rooms, make coffee, and cleanup.<br />6) Coordinate all mail both incoming and outgoing (USPS, UPS, FedEx, Campus Courier, etc.) including receiving shipments for labs and confirming the accuracy of the product vs. the manifest.<br />7) Answer phones, greet all guests, determine their needs and direct or respond. Place calls for facilities issues in the building (elevator, custodial, fire alarms, etc.) and safety requests.<br />8) Direct large deliveries to dock, and provide room access: gas cylinders, engines, furniture, large packages and lab supplies.<br />9) Update/Maintain Mechanical Engineering card access system for all grad access, labs access that have card readers. Email Systems weekly.<br />10) Update/Maintain building access list and UM Online Directory for faculty, staff, & grad students.<br />11) Sign out conference rooms keys. Ensure keys are picked up/returned – especially after hours.<br />12) Facilitate the cleaning of the departmental conference rooms on a weekly basis.<br /><br />Financial Preparation Support - 25%<br />1) UMarket - Order and stock all supplies for ME office, ME classrooms, ME conference rooms, ME grad lounges (ME 125 and ME 3121), and ME 116 Copier Room. Maintain ME 116 copier, paper, staples, and empty shredder and ensure it has oil. Order ME stationery orders (envelopes, labels, etc.).<br />2) Export gift data from University of Minnesota Donor Management System, prepare letters and labels for Development key stakeholders.<br />3) Reconcile purchasing card activity for Mechanical Engineering faculty and staff.<br />4) Prepare travel reimbursements for Mechanical Engineering faculty and staff.<br />5) Manage the Department Campus Club card.<br /><br />Facilities Support - 10%<br />1) Report all Facilities Management Requests on behalf of students, faculty, and staff, maintain log of ongoing completed projects as well requesting estimates and organizing invoices for accounting.<br />2) Liaison with Enet for media repairs, with Department Administrator for damages, furniture, and room purchases, and with Communications Associate for posting new room photos, or room information to the ME website.<br /><br />Other Duties as Assigned – 5%<br />1) Assist Mechanical Engineering staff on special projects.<br />2) Manage Lost & Found for department.</p>
<p style="margin-bottom:0in;margin-bottom:.0001pt;"><strong><span style="font-family:arial,sans-serif;"><span style="font-size:10.0pt;">Required Qualifications:</span></span></strong></p><p style="margin-bottom:0in;margin-bottom:.0001pt;"><span style="font-family:arial,sans-serif;"><span style="font-size:10.0pt;">High School diploma/GED and two years of related office experience.</span></span></p><p style="margin-bottom:0in;margin-bottom:.0001pt;"><span style="font-family:arial,sans-serif;"><span style="font-size:10.0pt;">Training/education may be substituted for up to one year of experience. One year of experience in a general office setting and/or post high school training. Experience with Excel spreadsheets, word processing, email, Gmail, Google calendar, printers, copiers, faxes, scanners, postage meters, multi-line phone systems, etc. Experience assisting students. Experience with public contact (in person and on phone). Computer keyboarding skills.</span></span></p><p style="margin-bottom:0in;margin-bottom:.0001pt;"><strong><span style="font-family:arial,sans-serif;"><span style="font-size:10.0pt;">Preferred Qualifications:</span></span></strong></p><p style="margin-bottom:0in;margin-bottom:.0001pt;"><span style="font-family:arial,sans-serif;"><span style="font-size:10.0pt;">Strong organizational, interpersonal and public relations skills are desired. Level of experience with word processing, presentation and document management software such as Microsoft Word, PowerPoint and Adobe Acrobat. Excellent oral and written communication skills to include proofreading, grammar and punctuation. Experience using the university’s EFS financial system, Donor Management System and ASTRA room scheduling is highly desirable. Ability to work both independently and collaboratively, meet deadlines and pay attention to details. Experience in an academic environment is an asset.</span></span></p>
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