Administration Office Associate
Company: University of Minnesota
Location: Minneapolis
Posted on: January 27, 2023
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Job Description:
Apply for JobJob ID352457
LocationAll Other -See Job Description
Job FamilyAdministration-General
Full/Part TimeFull-Time
Regular/TemporaryRegular
Job Code8208A1
Employee ClassCivil Service
Add to Favorite JobsEmail this JobAbout the Job
The Administration Office Associate provides departmental
programmatic and administrative assistance. This position reports
directly to the Administration Office Manager. The Administration
Office Associate handles a varied portfolio of assignments and
exercises independent judgment in prioritizing work, problem
solving, and building constructive relationships with staff and
others.Job Duties30% - Direct Administrative Support for the
Assistant Director of Research and Research Administration Manager,
and respective programs* Oversee and manage the Assistant Director
and Research Administration Manager calendars, to include: managing
and prioritizing scheduling requests; assembling materials in
preparation for meetings; managing and ensuring clear
communications regarding their schedules
* Recommends plans to adapt to changing program requirements and/or
dynamics
* Identify program/project reporting needs, providing data
collection, data entry, and prepare internal and external
reports
* Create and implement Post-Doctoral Associate training system
administration and reporting
* Participate in planning of career development series including
conducting survey, analyzing results, making recommendations,
scheduling and executing events
* Process Assistant Director and Research Administration Manager's
travel and other reimbursements
* Gathers, compares, and analyzes data to make recommendations for
future offerings of program
* Arrange seminar dates, travel, and itinerary for Scientific
Seminar Series speakers, as well as acts as their go-to person
while on-site
* Acts as a representative of a unit/administrator on specifically
assigned matters. Represents functional areas to internal and
external agencies and partners. Represents functional areas to
internal and external agencies and partners
* Transcribe detailed committee meeting minutes and communicate
them appropriately in a timely manner for committees co-chaired by
the Associate Director for Research and the Research Administration
Manager30% - Direct Administrative Support to the Assistant
Director of Faculty Affairs, the Administrative Office Manager, and
respective programs* Oversee and manage the Assistant Director of
Faculty Affairs and the Administrative Office Manager's calendars
including; manage and prioritize scheduling requests; assemble
materials in preparation for meetings; manage and ensure clear
communication regarding their schedules
* Identify program/project reporting needs, providing data
collection, data entry, and prepares internal and external
reports
* Gathers, compares, and analyzes data to make recommendations for
future offerings of program
* Conducts analysis and makes recommendations to improved
inefficiencies and effectiveness of business operations to best
align with overall department goals
* Develop and oversee organizational workflow for the faculty
promotion process
* Process the Assistant Director of Faculty Affairs and the
Administrative Office Manager's travel and other reimbursements
* Transcribe detailed committee meeting minutes and creates
communications to disperse the minutes appropriately and in a
timely manner for committees co-chaired by the Associate Director
for Faculty Affairs and Administration Office Manager, such as the
Employee Engagement Committee, Promotion Committee, Senior
Scientist Committee, and Faculty Search committee
* Acts as a representative of a unit/administrator on specifically
assigned matters. Represents functional areas to internal and
external agencies and partners
* Identify and negotiate rates/contracts for vendors30% - Direct
Administrative Support for Senior Faculty and General Faculty
Support* Track and coordinate correspondence and deadlines
requiring attention/response from senior faculty
* Serve as a liaison between faculty and senior leadership
* Recommends plans to adapt to changing dynamics with rapid growth
and program development happening
* Assist/coordinate special projects/programs for senior
faculty
* Provide administrative support for The Hormel Institute faculty
and labs including including but not limited to coordinating
travel, reconciling travel cards, and arranging meetings
* Enter all existing faculty CVs into the UMN Works program,
maintain and update on a bi-annual basis
* Assist Post-Doctoral Associates/Researchers with any travel
related needs
* Create lab shipping labels as needed
* Conducts analysis and makes recommendations to improved
inefficiencies and effectiveness of business operations to best
align with overall department goals
* Transcribe detailed committee meeting minutes and communicates
them appropriately in a timely manner for committees co-chaired by
Senior Faculty including the Shared Resources Committee10% - Other
related duties as assignedThe Office of the Vice President for
Research (OVPR) and The Hormel Institute endorses a "work with
flexibility" approach that offers a welcoming and flexible work
environment where everyone is inspired to do their best. This
position has been designated as OVPR Work Profile One. OVPR Work
Profile One is expected to work primarily on-site. Your office will
be located at The Hormel Institute in Austin, MN. The Hormel
Institute management retains the right to modify flexible work
arrangement agreements on a temporary or permanent basis for any
reason at any time.
Qualifications
Required Qualifications* BA/BS degree or a combination of education
and professional experience to equal four years
* Experience handling sensitive and/or confidential information
with tact and diplomacy
* Experience analyzing and solving complex situations and issues
clearly, creatively, and critically
* Demonstrated a clear and excellent oral, written, and
interpersonal communication skills
* Demonstrated organizational skills, timeliness, accuracy, and
attention to detail
* Ability to anticipate the needs of others and take appropriate
action as needed
* Demonstrated proficiency in Microsoft Office Suite and Google
ApplicationsPreferred Qualifications* A highly effective team
player, with the ability to also be independently effective
* Experience successfully managing multiple projects simultaneously
with attention to details
* Commitment to building a culture that respects and embraces
diversity, inclusion, and equity
* Proven ability to handle matters expeditiously, proactively, and
follow through on projects to successful completion
* Experience drafting and preparing letters, memos, spreadsheets
and other office documents
* Experience and high level of skill managing schedules using
electronic calendaring software
* Experience in making travel arrangements for executives or
faculty
* Experience scheduling meetings and special events, often
requiring sensitive, timely communications with faculty,
coordination with University offices, and external stakeholders
* Ability to prioritize and make daily decisions regarding the
Leadership's calendar
* Experience with financial processing including, but not limited
to: purchasing card reconciliation, purchase orders and
reimbursement
* Experience using Chrome River
* Experience using PeopleSoft
* Experience with UMarket and other UMN specific programs
About the Department
The Hormel Institute is an independent biomedical research
institute within the University of Minnesota's Office of the Vice
President for Research. The University of Minnesota has $1.1
billion research and development budget, is ranked very high
research (R1) by the Carnegie Foundation and ranks among the top 10
public research universities in the USA. The Hormel Institute was
established in 1942 and is celebrating 80 years of innovative
research excellence. Our vision statement for driving discovery is
"We inspire discoveries that improve and extend human life." The
Hormel Institute's research is focused primarily on cancer research
and other chronic diseases. We are in a stage of accelerated
growth, after tripling in size in 2008 and again doubling in size
in 2016, providing spacious new state-of-the-art wet and dry
laboratories for our recruits.Alongside our research growth, we are
advancing our equity mission to welcome BIPOC, LGBTQIA+, women, and
members of other historically marginalized communities into the
field of science and research at the Institute, including those who
may have had non-traditional career paths or who may have taken
time off for family reasons. The Hormel Institute offers nationally
competitive salaries and exceptional benefits and cost-of-living
within a collaborative, innovative, and nurturing community that
supports work and personal environments. We are deeply committed to
supporting the work-life balance of our faculty and staff. We hope
to welcome you soon where you will contribute to our vision of
"inspiring discoveries that improve and extend human life."
Benefits
Working at the UniversityAt the University of Minnesota, you'll
find a flexible work environment and supportive colleagues who are
interested in lifelong learning. We prioritize work-life balance,
allowing you to invest in the future of your career and in your
life outside of work.The University also offers a comprehensive
benefits package that includes:
How To Apply
Applications must be submitted online. To be considered for this
position, please click the Apply button and follow the
instructions. You will be given the opportunity to complete an
online application for the position and attach a cover letter and
resume.Additional documents may be attached after application by
accessing your "My Job Applications" page and uploading documents
in the "My Cover Letters and Attachments" section.To request an
accommodation during the application process, please e-mail
employ@umn.edu or call (612) 624-UOHR (8647).
Diversity
The University recognizes and values the importance of diversity
and inclusion in enriching the employment experience of its
employees and in supporting the academic mission. The University is
committed to attracting and retaining employees with varying
identities and backgrounds.The University of Minnesota provides
equal access to and opportunity in its programs, facilities, and
employment without regard to race, color, creed, religion, national
origin, gender, age, marital status, disability, public assistance
status, veteran status, sexual orientation, gender identity, or
gender expression. To learn more about diversity at the U:
http://diversity.umn.edu.
Employment Requirements
Any offer of employment is contingent upon the successful
completion of a background check. Our presumption is that
prospective employees are eligible to work here. Criminal
convictions do not automatically disqualify finalists from
employment.
Please note: All employees at the University of Minnesota are
required to comply with the University's Administrative Policy:
COVID-19 Vaccination and Safety Protocol by either providing proof
of being fully vaccinated on their first day of employment, or
complete a request for an exemption for medical exemption or
religious reasons. To learn more please visit:
https://safe-campus.umn.edu/return-campus/get-the-vax
About the U of M
The University of Minnesota, Twin Cities (UMTC)The University of
Minnesota, Twin Cities (UMTC), is among the largest public research
universities in the country, offering undergraduate, graduate, and
professional students a multitude of opportunities for study and
research. Located at the heart of one of the nation's most vibrant,
diverse metropolitan communities, students on the campuses in
Minneapolis and St. Paul benefit from extensive partnerships with
world-renowned health centers, international corporations,
government agencies, and arts, nonprofit, and public service
organizations.
Keywords: University of Minnesota, Minneapolis , Administration Office Associate, Administration, Clerical , Minneapolis, Minnesota
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