LAC Administrative Assistant
Company: University of Minnesota
Location: Minneapolis
Posted on: January 28, 2023
|
|
|
Job Description:
Apply for JobJob ID353551
LocationTwin Cities
Job FamilyLR-Clerical
Full/Part TimeFull-Time
Regular/TemporaryRegular
Job Code1885
Employee ClassAFSCME Unit 6 - Clerical
Add to Favorite JobsEmail this JobAbout the Job
Title: LAC Administrative Assistant
80% time - M-TH (expecting at least 3 days/week working on site,
the flexibility may change later per unit's needs/policy.)
Overview
Serve as the executive office and administrative specialist in a
fast-paced, international office. Provide clerical support to our
Assistant Dean, Associate and Assistant Directors. Candidates must
enjoy details, logistics, hospitality, and direct communication.
Adaptable people with welcoming personalities are encouraged to
apply.
Administrative support and logistics (25%)
Provide administrative support to the Assistant Dean for Learning
Abroad and LAC leadership team
Schedule meetings and maintain meeting calendars
Record and distribute meeting minutes
Create classroom reservations or reserve rooms for standing
meetings
Manage google groups and shared calendars
Process conference registrations and hotel reservations for
staff
Track memberships to education abroad organizations as well as
login/password tracking
Compose and distribute internal and external communications for
diverse domestic and international audiences
Provide assistance to other staff on projects as needed
Manage contracts process between health, safety, and compliance
team and program teams to ensure contract compliance and
approval
Office and operations (20%)
Ensure efficient and orderly operations of the office and its'
equipment
Maintenance of copier/printer, supply orders, placing Loffler
service requests, meeting technicians
Organize staff security access to LAC offices and Heller Hall,
including serving as the Departmental Access Coordinator
Management of physical keys, distribution and tracking
Management of LAC owned parking passes
Updating official UofM Space Planning charts when necessary
Submit service requests to Facilities Management and Network
Telecommunication Services and ensure satisfactory completion of
the requests
Proactively update internal and external audience staff contact
lists, organizational charts,email listservs, Directory etc.
Phone line and space tracking (updating documents, reporting to NTS
for phone services, reporting to Space Management for space
tracking, Serving as Departmental Space Coordinator)
Coordinate with GPS HR and LAC supervisors when onboarding or
offboarding new staff
Maintain and organize the LAC onboarding and offboarding checklist
items, coordinate with supervisors in assigning them
appropriately
Maintain office workrooms to include general equipment maintenance,
monitoring and ordering supplies
Maintain office kitchens to include cleaning schedule and
monitoring and ordering supplies
Arrange ergonomic evaluations for staff
Arrange office moves and remodeling to include working with space
planners and design staff, moving companies
Events and hospitality (40%)
Serve as receptionist for LAC Assistant Dean office suite to
include greeting a variety of domestic and international visitors,
providing refreshments and maintaining a professional and welcoming
environment
Arrange all logistics for LAC meetings and events such as location
reservations, invitations, catering, set up and clean up; paying
attention to the dietary needs of participants
Arrange logistics for visitors such as hotel and transportation
reservations, preparing welcome packets and other materials; paying
attention to their individual needs such as dietary needs,
environmental needs, etc.
Maintain stock of gifts and refreshments
Manage and coordinate planning for large national conference
attendance by LAC staff, including booking hotel reservations,
catering, session and content coordination, and communication with
all stakeholders
Alumni Relations Support (10%)
Maintain databases related to alumni
Participate in annual campaign and donor activity tracking
Coordinate correspondence with donors
Other duties as assigned (5%)
Serve on office committees as requested
Other projects as assigned
Qualifications
Required Qualifications
High School Diploma/GED and at least four years of related office
experience. Training/education may be substituted for some for the
years of experience
Computer experience required; Experience MS Office software
Experience multiple ongoing projects while paying attention to
details
Ability to work with and build working relationships with
constituents from a variety of cultures
Experience communicate clearly and respectfully (verbal and
written) with all levels of the organization
Preferred Qualifications
Ability to take direction and update others on progress
Experience in intercultural environments
Experience with University of Minnesota structure, culture, and
enterprise systems such as PeopleSoft, DMS, ChromeRiver, etc
About the Department
The Learning Abroad Center is the University of Minnesota's
comprehensive resource for study, service-learning, research, work,
intern, volunteer and travel experiences worldwide. It is a leader
in providing innovative international learning experiences that
expand and redefine the world for a diverse population of students,
colleagues and staff.
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 have 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
Keywords: University of Minnesota, Minneapolis , LAC Administrative Assistant, Administration, Clerical , Minneapolis, Minnesota
|
Click
here to apply!
|
