Overview
The Administrative Associate is part of an administrative team that is vital to the mission of the Department of Plant and Microbial Biology (PMB); the Department of Ecology, Evolution, and Behavior (EEB); and the BioTechnology Institute (BTI) in the St. Paul Administrative Cluster. This role serves as the first point of contact in helping faculty, students, staff and the public feel welcomed and supported in a professional service setting. This position problem solves to provide the most fitting information and assistance, including referrals to appropriate staff and University offices. Responsibilities range from ensuring smooth office operations to partnering with department leadership and administration to achieve strategic goals.

50% - Department Operations and Administrative Support
* Provide high quality service to the departments; collaborate with College of Biological Sciences and University colleagues to ensure needs are fully addressed
Create and oversee electronic filing and workflow system within department; evaluate and modify filing systems, make recommendations for departmental processes and procedures to enhance efficiency and effectiveness.
* Identify gaps and inefficiencies in departmental administrative policies/business procedures; research solutions; draft clear, concise department policies/business procedures to align with department objectives and priorities.
* Create and manage timelines and work plans for projects.
* Create departmental communications; develop & maintain best practices for effective broadcasting.
* Investigate problems as they arise; analyze relevant data; design and implement solutions.
* Maintain a working knowledge of University Administrative policies and business processes.
* Collaborate with CBS Dean's office staff as needed.
* Provide administrative support to department committees; including faculty/staff search committees.
* Plan, manage and execute events and meetings logistics.
* Coordinate course related planning and implementation, such as: course scheduling, wait lists, class control size, administer permission numbers, updating course information in University systems
* Create and implement departmental seminar series; coordinate logistics such as communications; venue, travel, etc.

20% - Accounting and HR Support
* Assist Department head with annual faculty reviews, post-tenure reviews, and merit/equity salary decisions.
* Assist Department head in management of faculty leaves procedures.
* Support department faculty promotion and tenure process; maintain a working knowledge of appropriate promotion and tenure policies.
* Serve as a liaison between the departments, CBS Human Resources, and CBS Finance
* Prepare requisitions and process expense reimbursements.

20% - Office Management
* Act as main point of contact; answering and triaging departmental inquiries.
* Oversight of department calendars and management of department leadership calendars; scheduling meetings and prepare necessary meeting materials
Manage office needs, such as: room reservations; travel arrangements, meeting support, maintain office supply inventory, etc.
* Team with administration to create agenda and identify speakers for department retreats/symposia; coordinate meeting logistics.
* Supervise student office support staff; hire, provide work direction, discipline, conduct performance reviews, etc.

10% - Additional Duties
* Performs other duties as assigned or necessary to accomplish the Departments' mission and the College's strategic and operational objectives.
* This comprehensive job description provides a broad understanding of the position requirements. We understand that applicants may not have all the specified experience. If you are interested in this role and have much of the relevant background, we encourage you to apply.

Expected hiring salary: $55,000 - $60,000 annual.
This position is expected to operate fully in-person M-F 8-4:30 pm.

Qualifications:

High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience. Computer experience required. Specific knowledge/skills may be required.

Demonstrate clear and concise written and verbal communication skills
Have exceptional organizational skills and attention to detail
Independently develop and utilize project management and tracking processes
Be adaptable to changing priorities
Proactively anticipate needs

The mission of the St. Paul Administrative Cluster is to provide consistently exceptional support to our faculty, students and staff.

The St. Paul Administrative Cluster serves the departments of Ecology, Evolution and Behavior, Plant and Microbial Biology, and the BioTechnology Institute. Finance, human resources, and educational program staff members work in teams to support faculty, staff and students in these areas.

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 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.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position. Complete applications will include a resume and cover letter

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.

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

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).