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Apply for Job Job ID365044 LocationTwin Cities Job FamilyLR-Clerical Full/Part TimeFull-Time Regular/TemporaryRegular Job Code1885 Employee ClassAFSCME Unit 6 - Clerical Add to Favorite Jobs Email this Job About the Job Position Overview: The Executive Office & Administrative Specialist serves as an integral part of the cluster office by providing excellent customer service, maintaining a welcoming and functional space, and coordinating detailed event logistics. This position is customer service oriented, and a successful candidate will be able to organize and prioritize short-term and long-term tasks. This position is responsible for providing office coverage, support for coursework, department administrative functions, and faculty needs. While primarily focusing on support for the Accounting Department, this position shares the responsibility of overseeing the office space with the Finance department. This is a 12-month, full-time, labor represented position that reports to the Accounting Department Administrator. The salary range for this position is$48,172.80-$52,041.60 depending on experience. This position has the possibility of a hybrid work schedule after the probationary period of six months, as agreed upon with the Department Administrator. JOB DESCRIPTION: Responsibilities Instructional and Faculty Support (30%) Provide support to department faculty with their teaching, research and service duties. This can include document creation, editing, and formatting, Power Point creations, slides, handouts, spreadsheets, charts, etc. Coordinate and manage the instructional material ordering process, including textbooks, course packets, e-packets and other items. Build and maintain positive relationships with the bookstore and copyright office. Assist with special requests (parking reservations, guest speakers). Obtain & distribute materials from publishers, including desk/exam copies & e-materials. Onboard new faculty & instructional staff on materials options, instructional OIT facilities/options, instructional support processes, and Carlson teaching resources/procedures. Act as backup for grade reporting. Assist in obtaining instructional & non-instructional rooms, equipment and services. Photocopying, faxing, word processing, express mail, etc. Post office hours each semester outside faculty offices. Reserve conference rooms, breakout rooms and classrooms. Reviewing classes on OneStop for accuracy and updating documents that list our offerings for each semester. Coordinate final exam room scheduling. Event Coordinator (30%) Serve as workshop, seminar and conference coordinator. Manage the planning and implementing of all aspects of planning for conferences, workshops and events. Collaborate with faculty, arrange workshop and conference speakers, prepare workshop and conference schedules and itineraries, and submit related payment documents. Coordinate all logistics such as location, catering, printed materials, etc,. for workshops, conferences and events. Attend events to provide support if necessary. Assist with faculty and PhD student recruiting. Coordinate travel and hotel reservations, create and edit schedules for visits. Administrative and Financial Support (30%) Assist with facilitating faculty search committee process: create/maintain database of candidate information. Manage purchasing and posting of external advertising. Assist Department Administrator with drafting student employment offer letters and appointment authorizations. Create requisitions, receive on PO's, manage personal procurement card (PCard), and create check requests. Assists with contract preparation and annual renewals. Submits and manages all building access requests. Computer/Software Assistance (5%) Assist faculty, staff, and student employees with Canvas, scanning, MS office questions and other software as needed. Troubleshoot minor computer/software problems. Develop basic technological solutions for projects. Troubleshoots problems with printers and copy machines and provides support as needed. Maintain appropriate skill level on new equipment and technology. Back-up creation and maintenance of department websites and individual faculty profiles. Miscellaneous (5%) Back-up for other Executive Office Administrative Specialists. Position may supervise student employees. Provide informal orientation and training of other employees. Attend workshops and seminars on frequently used software and to gain new skills. Attending meetings as required. Other duties as assigned. * The employer reserves the right to change or assign other duties to this position * Qualifications *MINIMUM / ESSENTIAL QUALIFICATIONS: High school diploma/GED and four years of related experience. Training/Education may be substituted for some of the years of experience. Experience with Microsoft Office (Word, Excel, and PowerPoint) and Google Suite (Gmail, Calendar, Docs, Drive, Forms, and Spreadsheets). Proven ability to work both independently and as part of a team. Demonstrated ability to maintain productive relationships with others even when faced with conflict. Ability to demonstrate an understanding of how their own values and assumptions about equity, inclusivity, and diversity influence decision-making. Demonstrated ability to complete tasks methodically with accuracy and attention to detail. *PREFERRED QUALIFICATIONS / SELECTION CRITERIA: At least three years of administrative support Experience in managing travel, including hotel reservations and airline reservations, along with reimbursement of expenses. Ability to be flexible and productive in a multi-task work environment. Ability to communicate effectively with a diverse population. Experience in event planning, such as conferences, workshops, and other events. Familiarity with UofM financial and other software processes/systems. Demonstrated commitment to diversity, equity, inclusion, and accessibility. About the Department Unit Overview The Department of Accounting within the Carlson School of Management seeks an outstanding team member to help support our exceptional faculty, students, and external partners. Our academic department shares a "cluster" office area with the Finance department. Each department operates independently, but support staff work together to meet the needs of all faculty and students. The University's mission is world-class education, groundbreaking research, and community-engaged outreach. Our department contributes to this mission by providing faculty who are respected scholars and researchers to educate students who then go out and contribute to their communities. Our team supports the faculty and students to ensure everything in our department runs smoothly, e.g., classrooms are reserved, instructors are scheduled, materials are ordered, and bills are paid. Our most impactful contribution is to coordinate work in a cross-functional setting to make sure things run smoothly and faculty have what they need to do their jobs. This involves working with undergraduate, graduate, and PhD program directors, HR, Finance,... 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.