Position Overview This position is located in the Department of Organizational Leadership, Policy, and Development (OLPD), which is an academic unit located within the College of Education and Human Development. The incumbent in this position will serve as the first point of contact for department guests and internal and external inquires that come through the office. The individual in this role must be able to consult and triage a variety of academic and administrative questions, requiring knowledge of finance, facilities, communications, and department academics. This position also provides administrative support to the Department Chair, faculty, and staff in OLPD. Expectations of this position include:
Answer inquiries and provide information in an appropriate, service-oriented, and professional manner.
Complete work accurately and timely.
Deal with all circumstances in a calm, helpful, productive manner.
Greet all individuals in person, on the phone, and electronically with tact and courtesy.
Promote a non-discriminatory environment.
This position is primarily based on campus, with additional flexibility potentially available during the summer months. Per UMN policy, work may be done remotely when appropriate and approved by your manager. All UMN employees are expected to follow applicable public health and safety procedures.
This position is represented by the AFSCME Clerical Union, Local 3800. The hours are M-F, 8:00-4:30. The work location is on the Minneapolis campus. The minimum starting pay for this position is $18.85/hr.
Purchasing (40 %)
Inventory, maintain, and order office, kitchen, and business supplies.
Initiate, monitor, and pay monthly bills using University purchasing card, invoice payment, or purchase order. Partner with department administrator to resolve billing errors when necessary.
Order catering and supplies for department events.
Serve as the first point of contact and assist department personnel and students with purchases, billing, and invoicing. Provide support for expense reconciliation and questions.
Monitor faculty and department budgets in relation to purchasing.
Track and reconcile all purchases made on the department purchasing card (Pcard).
Partner with department Finance Professional in order to maintain compliance with University financial policies related to all purchases.
Maintain detailed record keeping of purchase history.
Track and monitor student travel applications and funds awarded.
Academic Support & Course Scheduling (30%)
Manage textbook and desk copy orders for department.
Oversee the collection & organizing of Student Rating of Teachers (SRTs).
Collect and archive course syllabi.
Enter the course schedules for the five graduate programs and two undergraduate programs.
Track and enter grades for independent study courses.
Customer Service (20 %)
Serve as primary receptionist to greet department guests and provide customer service, and answer phone calls and department email.
Maintain a welcoming, organized, effective, responsive, and professional office environment.
Answer and triage phone calls, emails and in-person inquiries regarding a variety of academic and administrative topics.
Manage incoming and outgoing mail.
Maintain departmental calendar and oversee space scheduling.
Monitoring copy machine access, supply levels, and maintenance requests.
Ensure accuracy of office signage.
Other (10 %)
Provide administrative support to department staff and faculty.
Maintain cleanliness in common areas, storage closet and copier room.
Projects as assigned.
High School Diploma/GED and four (4) years of related office and administrative experience, or equivalent training/education.
Proficiency with Microsoft Office Suite, Adobe PDF and Google Workspace, including Google Calendar.
Strong written and verbal communications skills
Ability to provide exceptional customer service to people from a variety of communities, backgrounds, and identities.
2-3 years customer service experience
Previous calendaring experience
Demonstrated ability to respond to inquiries (in person, by phone or electronically) in a professional manner, while operating in an environment with frequent interruptions
Evidence of dependability, accuracy, attention to detail, problem-solving skills, and excellent time management skills
Experience handling multiple work demands and meeting deadlines
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.