Job Listing
|
|
| Job ID: 14044838 |
|
| |
| Job Location: |
|
| |
|
|
| |
| How to Apply: | To see employer contact information, log in or register. |
| |
| Job Title: | Operations Specialist (Executive Ofc & Admin Specialist) |
| Work Type: | Work Days: Work Vary: Yes , Shift: Other, Hours Per Week: 40, Work Type: Regular |
| |
| Salary Offered: | Unspecified |
| Benefits: | Unspecified. |
| |
| Physical Required: | Unspecified |
| Drug Testing Required: | Unspecified |
| Education Required: | High School Diploma/GED |
| |
| Experience Required: | Unspecified |
| |
| Required Skills: | Please see the job description for information about required job skills. |
| Preferred Skills: |
|
| |
| |
| |
|
| Job Description: |
Job ID360835
LocationTwin Cities
Job FamilyLR-Clerical
Full/Part TimeFull-Time
Regular/TemporaryRegular
Job Code1885
Employee ClassAFSCME Unit 6 - Clerical
About the Job
OVERVIEW:
This position is located in the Office of The Dean (OOD) at the Carlson School of Management at the University of Minnesota, Twin Cities Campus. This role serves as the first point of contact for all Office of the Dean sponsored events, meetings, and daily visitors (this includes communications in-person, via phone, and via the departmental email). This position requires proven professionalism and strong customer service skills with the ability to work with a variety of internal and external stakeholders. The salary range for this position is $50,044.80-$54,059.20 depending on qualifications.
This is a 12-month, full-time, labor represented position. This is an in-person position held in the Carlson School of Management Building.
JOB DESCRIPTION:
Administrative and Operational Support to the Office of the Dean (40%)
Assist in the planning and execution of all aspects of large meetings and special events sponsored by the OOD, ensuring a quality outcome within the approved budget.
Manage the catering details for All School events including purchasing food, working with catering services on set-up details, and ensuring proper pre-and post-event details.
Serve as primary preparer of EFS requisitions for transactions from OOD and back-up for Faculty Affairs.
Web content management: Maintain the content of the Dean's webpage accurately and timely messaging.
Back-up updates to the Faculty Resources pages of the Carlson School website, as directed.
Plan and schedule monthly faculty luncheons (menus, catering details and adding the event to monitors Facilitate purchases; orders for materials and supplies; subscriptions/renewals; etc., according to University and Carlson School policy.
Provide support as needed for Commencement, Board of Advisors and Emeritus Board of Advisors and other meetings and events, as necessary.
Track expenses and process expense travel-related expense reimbursement requests as appropriate.
Assist in travel logistics (air, hotel, ground transportation, etc.) and assemble travel books for the Dean as necessary
Provide administrative support to all dean consultative committees including, but not limited to, scheduling meetings, overseeing and managing the committee election process, and taking meeting minutes.
Front Desk and Office Operations (40%)
Oversee the front desk, including maintaining a professional and orderly area, greeting and directing guests, and answering questions including continuous coverage of the office space.
Answer telephones including the Dean's direct line, screen and forward calls, take and deliver messages in a timely and accurate manner
Respond to and redirect email inquiries received in the general CSOM mailbox
Maintain an electronic calendar of conference room schedules.
Track outgoing courier requests, receive and distribute deliveries
Follow operational policies and procedures; communicate protocol to others to ensure compliance, and independently resolve procedural problems as necessary
Update front desk policy and procedure manual and directory as necessary
Develop and maintain lists of contacts/referrals for frequently asked questions
Track/monitor requests for use of the OOD laptop and conference phone
Serve as the departmental expert on OWL technology for Zoom meetings. Set up virtual and hybrid calls as requested for Office of the Dean meetings and events. Liaise with the Carlson Office of Information of Technology to troubleshoot problems as needed.
Sort, screen and distribute incoming mail and faxes; process outgoing mail
Manage inventory of office supplies, process standard and special orders
Maintain orderly and effective operation of the office center/copy room as a multi-purpose work space shared by multiple users.
Maintain office machines, resolve minor equipment problems, coordinate service needs
Monitor and stock the catering kitchen and request custodial maintenance from Facilities Services as necessary
Maintain administrative directories, reference lists, and mailing labels
Act as Notary on behalf of the Carlson School
Clerical Support to the Office of the Dean (20%)
Assist in the logistical preparation for meetings and events (room reservations, catering, and organizing/mailing materials and other needs) as requested/needed
Add events to the Carlson School event monitor according to the University and Carlson School policies
Provide general clerical support to the administrative team in the office of the Dean as needed
Provide clerical and administrative support on special projects as assigned by the Executive Secretary/Assistant to the Dean
Update and maintain holiday card list
Update, maintain and manage other lists as assigned
Provide meeting support to Faculty Services Operations (including scheduling, meeting logistics, catering details, material preparation/distribution, and follow up), as needed
Provide administrative support on special projects assigned by the Assistant to the Dean
Other tasks as assigned
*The employer reserves the right to change or assign other duties to this position*
Qualifications
Required Qualifications:
High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
Strong computer experience is required. Experience with Microsoft Office (Word, Excel, and PowerPoint) and Google Suite (Gmail, Calendar, Docs, Drive, Forms, and Spreadsheets).
Demonstrated customer-service skills and professionalism.
Ability to work both independently and as a part of a diverse team.
Excellent written and verbal communication skills. Ability to communicate effectively with a diverse population of internal and external stakeholders.
Preferred Qualifications:
Experience working in a higher-education environment.
Demonstrated commitment to diversity, equity, inclusion and accessibility.
At least one year of administrative support experience.
Excellent organizational skills and ability to prioritize multiple responsibilities, handle competing deadlines, complete tasks with accuracy and attention to detail, be flexible and productive in a multi-task work environment.
Experience with basic financial tasks.
Experience with event planning or project management.
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... 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 79170199 when applying |
|