Support the SCRC director and staff members by editing documents, creating training materials and assembling and delivering documents to clients and partners across the University. Collect, maintain and report on the SCRC’s case outcomes. Track daily office expenses, file reimbursements and order office supplies. Prepare and assist in the presentation of SCRC’s annual budget. Event and meeting planning responsibilities including: invitations, ordering meals, room scheduling and coordination schedules.
Duties and responsibilities include but not limited to:
Office Maintenance: 55% • Provide administrative support services to the staff including: preparing and editing documents, data entry, copying, faxing, answering and directing telephone calls, and sorting and sending mail • Welcome student-clients by telephone or in-person; referring to the appropriate Ombudsman • Maintain and order office supplies • Schedule meetings and conference rooms. Order lunch and prepare materials for meetings • Arrange conference and travel arrangements for staff members as needed • Compile, transcribe and distribute minutes of meetings • Maintain master schedule for office. • Assist with overall maintenance and organization of the office • Manage the work flow and schedules for student workers • Coordinate personnel searches for SCRC • Maintain SCRC’s web sites, report on web analytics, seek to enhance the user experience
•Update and maintain a confidential data base
Data and Financial: 35% • Maintain and interpret the office's confidential electronic files and compile case data for each semester to present to staff inside and outside the department • Coordinate and prepare office surveys and reports • Assist in preparing the budget report using UMReports • Work with accountant to adjust and present the office’s funding request to student service fees committee • Reconcile purchases and reimbursement requests • Assist with financial reports/paying office bills • Identify trends in data
•Ability to use electronic data bases to identify trends and (under direction of Ombuds staff) respond to data requests
Outreach Support: 10% • Organize, maintain, and help distribute informational materials • Maintain and update office and outreach websites, training provided
Pay Range: $17.00/hr - $20.00/hr
This position offers the following benefits:
Civil Service & Bargaining Units positions:
MN State Retirement System (MSRS) pension plan - tax deferred.
13 paid vacation days per year (starting accrual rate), in addition to 13 paid sick days and 11 paid holidays.
Reduced tuition opportunities covering 75% - 100% of eligible tuition.
Excellent and affordable health care benefits.
Wellness program with opportunity to earn lower health care rates.
Free basic life insurance benefit (115% base salary, $200,000 maximum).
*Some benefits depend on percent-time appointment.
Required Qualifications: • High school diploma.GED and a combination of at least four years of post high school education and experience in administrative support, office operations, project and event coordination. • Experience and competence with MS Word, Excel, Power Point and Google (Google Calendar, Google Drive, Google Analytics) • Experience maintaining staff and leadership calendars (scheduling appointments, scheduling workshops, training appointments) • Experience preparing office budgets and knowledge of basic bookkeeping and budgeting • Skilled in preparing reports and experience with creating and maintaining excel spreadsheets • Familiarity with maintaining, formatting, and editing webpages using a content management system like Drupal Lite or Drupal • Ability to maintain highly confidential information with discretion • Experience dealing with people in a professional and courteous manner • Ability to foresee problem areas and initiate appropriate solutions. • Experience managing multiple responsibilities and assignments simultaneously, with demonstrated ability to prioritize workload, follow up and meet deadlines, handle interruptions while paying attention to details. • Excellent verbal and written communication skills • Experience communicating effectively with diverse constituency groups • Experience working effectively and collaboratively as part of a team and also working independently with a high level of self-direction • Experience with database and survey management • Event planning experience (conferences, board meetings training sessions)
•Expereince working with confidential data bases to respond to internal and external requests for information.
Preferred Qualifications: • Experience creating and preparing materials for Student Service Fees requests • Experience managing, supervising and scheduling part-time student workers • Ability to read and analyze budget information
•Expertise with maintaining confidential electonic files.
Internal Number: 335433
About University of Minnesota, Twin Cities
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.