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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:

  • Competitive wages, paid holidays, and generous time off
  • Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Scholarship
  • Low-cost medical, dental, and pharmacy plans
  • Healthcare and dependent care flexible spending accounts
  • University HSA contributions
  • Disability and employer-paid life insurance
  • Employee wellbeing program
  • Excellent retirement plans with employer contribution
  • Public Service Loan Forgiveness (PSLF) opportunity
  • Financial counseling services
  • Employee Assistance Program with eight sessions of counseling at no costPlease visit the Office of Human Resources website for more information regarding benefits.

    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

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