Job Listing
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| Job ID: 13943143 |
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| Job Location: |
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| How to Apply: | To see employer contact information, log in or register. |
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| Job Title: | Executive Ofc and Admin Spec - Department of Biomedical Engineering (BME) |
| Work Type: | Work Days: Work Vary: Yes , Shift: Other, Hours Per Week: 40, Work Type: Regular |
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| Salary Offered: | Unspecified |
| Benefits: | Unspecified. |
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| Physical Required: | Unspecified |
| Drug Testing Required: | Unspecified |
| Education Required: | High School Diploma/GED |
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| Experience Required: | Unspecified |
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| Required Skills: | Please see the job description for information about required job skills. |
| Preferred Skills: |
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| Job Description: |
Job ID358511
LocationTwin Cities
Job FamilyLR-Clerical
Full/Part TimeFull-Time
Regular/TemporaryRegular
Job Code1885
Employee ClassAFSCME Unit 6 - Clerical
About the Job
This 100% full-time position reports to the BME Administrative Manager and allows for limited hybrid work, with an expectation of at least 4 days per week on campus and no more than 1 day per week remote.
This position is responsible for providing reception and front office management duties for the BME department, as well as support for events and travel, instruction, and general administrative activities.
Front Office Management - 25%
Serve as first point of contact to greet students, faculty, staff, and guests at the BME front desk.
Ensure the front office area is tidy and organized on a daily basis, providing a welcoming environment.
Envision, propose, and execute improvements for front office environment, aesthetic, and functionality.
Monitor and organize supply inventory for kitchenette, printer area, and storage closet, ordering additional items as needed via UMarket.
Monitor package deliveries and notify recipients.
Assist department personnel with room reservations/equipment usage, and direct them to resources for assistance with building or technical issues.
Monitor the bme@umn.edu account and front desk phone/voicemail for general inquiries and respond or route to other staff as needed.
Facilitate removal of office furniture and lab equipment during periodic clean-out events; collect information, coordinate movers, and oversee process, ensuring that approval is received for disposal of capital assets.
Submit non-urgent work orders and routine facilities requests to building management; report office equipment issues to service providers and coordinate service visits.
Assist with special projects and activities as assigned by Administrative Manager.
Travel Support and Event Planning - 60%
Coordinate travel logistics and schedule meetings for external graduate seminar speakers, faculty search candidates, and other invited guests (average 1-2 per week during the academic year).
Communicate expense reimbursement process to external guests and non-employees, collect and verify required documentation, and submit to college accounts team for processing.
Assist departmental employees with the University's internal expense reimbursement system, Chrome River, by acting as a system navigator and delegate.
Order and set up food for departmental seminars and other events, in accordance with University and department policies.
Manage a departmental purchasing card for checkout by student groups to purchase food/supplies for their activities.
Develop and maintain a directory of venues and caterers to facilitate event planning, both on- and off-campus.
Assist other staff in booking venues and securing reservations for departmental events, including orientation, graduation, recruitment visits, poster sessions, senior design show, alumni events, summer programs, and others as needed.
Instructional Support - 15%
Maintain and update BMEn course offerings in the Schedule of Classes each year.
Ensure instructor and TA assignments are updated in PeopleSoft each semester.
Facilitate classroom and enrollment change requests as needed.
Collect textbook order requests from instructors and submit to the bookstore each semester.
Manage online course evaluations and communicate process/expectations to instructors.
Assist instructors with special final exam scheduling requests.
Regularly attend training workshops to stay up to date on diversity and inclusivity best practices and policy/system updates.
Pay Range: $23.15-$25.49/hour, depending on qualifications and experience.
Qualifications
Required Qualifications
High school diploma/GED and four years of related office experience. Training and education many be substituted for some of the years of experience.
Excellent customer service and communication skills with individuals from diverse cultures and backgrounds.
Computer experience, with proficiency in Google Apps and Microsoft Office Suite.
Demonstrated ability to organize, prioritize, and execute deadline-driven tasks with accuracy and attention to detail.
Ability to lift and carry up to 25 pounds and to travel between offices/buildings with departmental guests.
Able to work 4 days per week on campus and no more than 1 day per week remote.
Preferred Qualifications
Previous experience planning and coordinating events (booking venues, selecting caterers and menu items, coordinating vendor payments) for audiences of ~100-450 people.
Previous experience coordinating travel logistics and scheduling meeting itineraries for external visitors.
Previous experience providing customer service in an office reception environment and coordinating/directing front desk activities, including mail/package delivery, supply inventory, room reservations, office equipment maintenance/service requests.
Previous experience with course scheduling and/or classroom management systems such as PeopleSoft CCS and Astra Scheduling.
Previous experience as a navigator/delegate for Chrome River or similar reimbursement system.
About the Department
The is located in the College of Science & Engineering. With 24 faculty, eight staff, and a combined undergraduate and graduate program made up of almost 700 students, we are innovative leaders in our education, research and outreach programs.
Benefits
Working at the University
At 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
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)
Financial counseling services
Employee Assistance Program with eight sessions of counseling at no cost
with free or reduced rates in the Twin Cities metro area
Please visit the 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 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... For full info follow application link.
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.
Refer to ID 77179492_2 when applying |
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