The Executive Office and Administrative Specialist position, which reports to the Department Administator, is critical to the seamless day-to-day management of operations for the academic departments. This on-site position is responsible for the office suite and provides administrative support to the department head and department administrator. Having excellent customer service skills is critical since this position interacts in person, over the phone, and through written correspondence with students, faculty, staff, and the broader community.
This position makes and processes most departmental purchases, aids with document preparation, record keeping, and report preparation. This position will also provide knowledge and understanding of University, College of Design, and departmental policies and procedures. When requested, this position aids in logistical and catering arrangements for programs and events.
We are hiring for two roles. One role will be located on the St. Paul campus in McNeal Hall primarily supporting our academic department consisting of the programs in Apparel Design, Graphic Design, Product Design, and Retail Merchandising. One role will be located on the Minneapolis East Bank campus in Rapson Hall primarily supporting our academic department consisting of programs in Architecture, Interior Design, and Landscape Architecture. The work is primarily on-site and may require occasional travel between campuses to support our dual-campus college. There may also be some flexibility for occasional remote work arranged with the supervisor
The salary range for this position is: $39,416 - 60,074
Front desk responsibilities: 30%
Oversee the front desk, including maintaining a professional and orderly front office, conference rooms, work and support areas. greets, and directs guests, answers questions, and ensures a continuous physical presence at the front desk.
Make departmental purchases, office equipment/furniture, office supplies. Financial reconciliation of University purchasing card (PCard).
Manage and update departmental calendar, email listservs and databases.
Maintain departmental facilities, offices, conference rooms, and shared spaces the with assistance of student workers.
Maintain documented departmental procedures and establish new procedures/processes (as needed) in coordination with the department administrator.
Work with UMN Facilities Management and external vendors to schedule and manage custodial requests for shared spaces and offices, requesting facility assistance when needed.
Responsible for ensuthe ring effective operation of department office equipment (including copilaptopsptops, screens, etc.), troubleshooting or addressing minor technology issues, and coordinating service needs. Serve as on-site contact for maintenance/repairs/replacement with on-campus resources and outside vendors.
Organize and inventory department laptops, mon,itors and other equipment available for use and coordinate record-keeping process for equipment loans.
Provide administrative support to the Department Head: 30%
Compose, draft, and edit correspondence and presentation materials as requested.
Faculty meeting coordination: schedule, send invites, record, organize electronic files for record keeping.
Provide administrative support for events, meetings, and conferences as requested.
Attend meetings as needed, record minutes, and follow up on action items from meetings.
Support head’s scheduling and communications needs.
Compile promotion materials and sabbatical requests for submission to the Dean’s office.
Arrange travel for visiting scholars, speakers, and critics as requested.
Faculty support: 20%
Provide support for Design faculty members.
Either complete or distribute faculty work requests to front desk workers. Follow up/monitor to completion in a timely manner.
Monitor the departmental email account.
Respond to and initiate inquiries regarding faculty purchases.
Maintain knowledge of and apply university, college, and departmental policies and procedures related to faculty needs.
Gather the necessary information and provide support to faculty and staff, including room reservations, review space scheduling, ordering catering, ordering supplies, making name tags, signage, speaker gifts, preparing event handouts and day-of assistance as needed.
Provide administrative support to the Department Administrator: 20%
Assist with the creation of adjunct and TA/RA appointment letters
Gather and organize materials for annual faculty reviews
Edit and organize electronic dossier of probationary faculty for review
Organize correspondence for signature approval
High School Diploma/GED and four (4) years of experience in an administrative office setting. Training/education may be substituted for some of the years of experience.
Skilled with Microsoft (Word, Excel, etc.), Google Suite applications (Google Docs and sheets,google share drives, etc.)
Meaningful successful customer service experience
Dependable, detail-oriented, and quality conscious
Confidentiality and diplomacy when interacting with faculty, staff, administrators and students.
Excellent verbal and written communication skills
Deals well with multiple, competing demands and can prioritize work
Professional or life experience with inclusion and/or diversity efforts.
Providing customer service to diverse populations.
Excellent organizational, time-management, and problem-solving skills.
Ability to work independently as a dependable team member.
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.