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Apply for Job Job ID362274 LocationTwin Cities Job FamilyAdministration-General Full/Part TimeFull-Time Regular/TemporaryRegular Job Code0834 Employee ClassCivil Service Add to Favorite Jobs Email this Job About the Job The Administrative Assistant is the first point of contact for guests in the Office of the President. Providing high-level service both in-person and over the phone is a priority. The Administrative Assistant serves as back-up to the Executive Assistant and Confidential Aide to the President and Office Manager in the President's Office, working to keep the President and senior staff informed of and prepared for upcoming commitments and responsibilities and keeping office and other leadership updated as appropriate. JOB DUTIES: Administrative Management Responsibilities (60%): Provide administrative support to the President and other members of the team Monitor the President's schedule and make arrangements for upcoming appointments/visitors Handle incoming and outgoing correspondence; email and publications; handle printing and mailing of various letters Assist the Office Manager with project support, event planning, and Huntington Bank Stadium Suite preparation for home football games Create and support a positive, team-oriented working environment Make recommendations to improve the efficiencies and effectiveness of office operations Oversee Front Desk Experience (40%): Lead the daily operations of the front desk with a focus on customer service, organization and efficiency ensuring visitors are attended to professionally and promptly. Interface with faculty, staff, students and visitors Collaborate with other members of the President's Office to ensure readiness for handling meetings, walk-ins and possible potential emergency situations. Provide prompt response serving as the primary contact for the main office phone line; monitor and triage calls and voicemails making referrals to the other team members as necessary Liaise with front line staff of the other senior leaders in Morrill Hall to ensure open communication and provide information as needed. Monitor the security camera feeds, and make contact with UMP if security and preparedness. Maintain physical environment of the office to the highest standards Work with Facilities Management to maintain operations and alert them of the office needs Manage filing system for the office WORK DAYS: Monday to Friday WORK HOURS: 8am to 5pm WORK MODE: Monday to Thursday in person on campus, Friday - hybrid Qualifications REQUIRED QUALIFICATIONS: HS graduate with a minimum of four years of post-high school education/experience in administrative support and office operations Demonstrated experience in public-facing, customer service environment Demonstrated experience using MS Office (Word, Excel, Powerpoint) and Google (Google Calendar, Google Drive, Google Hangout) Strong computer, database, and electronic calendaring skills Excellent interpersonal, oral, and written communication skills Demonstrated experience working with people from diverse backgrounds Demonstrated ability to handle confidential information and maintain confidential materials with discretion Demonstrated ability to work effectively in a fast-paced, deadline-driven environment Experience working effectively and collaboratively as part of a team and also working independently with a high level of self-direction PREFERRED QUALIFICATIONS: Previous experience with project management and/or event coordination Experience with office facilities activities and/or management Demonstrated experience where work required multi-tasking, priority setting and strong attention to detail Previous experience navigating complex situations/questions. About the Department This position is located in the Office of the President. 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- ife 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 Tuition Benefit Program 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 cost Employee Transit Pass with free or reduced rates in the Twin Cities metro area Please 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 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) 624-8647. Diversity 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. About the U of M The University of Minnesota, Twin Cities (UMTC) The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations. At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022). 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.