Executive Administrative Specialist Position, Moorhead MN

Qualifications

Required Qualifications:
*    Four years experience in a general office setting and/or post high school education and/or training  to include:
*    Four years experience with MS Office. Expert level MS Word, at least one year experience with MS Publisher. Some experience with MS PowerPoint.
*    Experience with email and the internet 
*    Certified typing speed of 50 wpm  
*    Experience with general bookkeeping and customer service practices

Preferred Qualifications (Selection Criteria):
*    Excellent written and oral communication skills
*    Experience supporting more than one professional at a time and prioritizing work
*    Team player with excellent interpersonal and flexibility skills; enjoys helping people
*    Expert-level customer service skills, including both face-to-face and on the phone
*    Ability to work with a diverse population
*    Understanding of basic computer applications, network concepts, applications, and functionality within the Microsoft Windows operating system
*    Excellent organization, prioritization, multiple task, creativity and filing systems skills
*    Skilled at multi-tasking and working with details, managing work flow while dealing with expected interruptions and meeting deadlines
*    Excellent independent troubleshooting and problem solving skills
*    Ability to make decisions in a timely manner
*    Knowledge and understanding of financial policies and procedures
*    Ability to research financial and program policies
*    Experience solving and troubleshooting technical application problems with experience formatting, drafting or writing routine to complex correspondence and meeting materials
*    Intermediate-level experience with spreadsheets
*    Experience setting up meetings and small events
*    Ability to proactively find solutions to streamline business processes
*    One year of any combination of relevant post-high school computer technical education, training or experience 

About the Job

Extension Regional Office
Executive Administrative Specialist Position
University of Minnesota Extension

Working Title:  Executive Office & Administrative Specialist, full-time

University Classification Title:  Executive Office and Administrative Specialist, class 1885

Office Location:  Extension Regional Office, Moorhead

Office Hours:  8:00am to 4:30pm (M-F)

Bargaining Unit:  Represented by AFSCME clerical unit 6, local 3800, non-exempt, earns over-time

Pay:  $16.18 per hour or more, depending on qualifications

Benefits:  Full University of Minnesota benefits package applies.

Search:  https://humanresources.umn.edu/benefits for benefit information and Extension website: www.extension.umn.edu for information about University of Minnesota Extension.

Reporting Line:  Direct report to the Regional Director 

Description:  This is a high-level clerical support position that is key to the daily program and administrative office operations of the Extension Regional Office, which supports regional program delivery.  The Extension Regional Office is home to a regional director and 12 assigned regional Extension educators, who are University academic professional staff members.  This person provides programmatic support as part of a team with two other clerical/financial support positions.  Occasional travel may be required for training.  This person interacts with county and other Extension Regional office staff located across the Northwest region.  University of Minnesota Extension is a major outreach education arm of the University of Minnesota.  
  
General Duties and Responsibilities:
*    Serves as a productive professional and positive team player by being flexible and adaptable to change, is proactive in developing efficiencies, focusing on details, making appropriate decisions, and maintaining effective communications
*    Manages tasks by completing jobs with timeliness and accuracy
*    Manages, prioritizes, and evaluates workload tasks and regularly communicates schedules and tasks with supervisor
*    Researches and maintains knowledge and understanding of University of Minnesota and Extension policies and procedures, and serves as a resource for other staff
*    Uses effective, independent problem-solving and troubleshooting techniques within the scope of job duties
*    Shares ideas and makes recommendations to improve and enhance workplace efficiencies
*    Maintains confidentiality of data
*    Formulates, recommends, and communicates effective strategies to assist staff in managing cost, schedule, program, and event objectives
*    Performs other duties as assigned

Job Duties and Responsibilities:

1.  Responsibility:  Provide Regional SNAP-ED Program Support-40%
*    Enters and updates data in the SNAP-ED database accurately
*    Reviews and processes employee expense reimbursements and purchases for SNAP-ED
*    Orders supplies and materials for SNAP-ED
*    Deposits reimbursements from partner agencies
*    Schedules and makes logistical arrangements for meetings, virtual meetings, conference calls, etc. for SNAP-ED in a thoughtful, thorough fashion
*    Trains county support and SNAP-ED program staff in a timely manner on information technology related to the database
*    Troubleshoots county support questions related to SNAP-ED database management and other SNAP-ED administrative pieces
*    Assists Extension Educator in managing the SNAP-ED budget
*    Creates and edits written communications for the SNAP-ED program, including but not limited to handouts, reports, presentations, newsletters, and spreadsheets
*    Supports dissemination of SNAP-ED information on the internal regional portal and the Simply Good Eating portal

2.   Responsibility:  Provide Support to assigned Extension Educators-40%
*    Makes program arrangements in a thoughtful and thorough fashion
*    Completes assignments with accuracy in a timely manner
*    Creates handouts, displays, presentations, newsletters, reports and brochures that enhance Extension Educators’ work
*    Deals well with multiple, competing demands
*    Identifies and analyzes the project upfront, including purpose, audience, parameters, and deadline

3.   Responsibility:  Provide Regional Office Financial Management Support-10%
*    Supports Regional Director and Extension Educators through working knowledge of Enterprise Financial System and of University and Extension financial policies
*    Reviews and processes expense reimbursement for Regional Director, regional and local Extension  Educators, and Program Coordinators
*    Makes purchases for Regional Office with Purchasing card and reconciles P-card
*    Makes deposits for Regional Office for miscellaneous reimbursements
*    Prepares invoice requests for Extension programming
*    Processes expense transfers and wire transfers for various programs
*    Prepares check requests
*    Prepares Purchase Order and non-Purchase Order documentation 

4.   Responsibility:  Provide Support to Regional Director-5%
*    Assists Regional Director in maintaining communications to County Extension Committee and County Commissioners (database management, communication management)
*    Assists Regional Director in assembling agendas and supporting materials for County Extension Committee meetings
*    Secures and/or prepares quarterly budget reports for County Extension Offices
*    Assists Regional Director in preparing budget projections and recommendations
*    Monitors Regional Office budget and expenditures
*    Serves as Regional Office key contact for office supply and office equipment maintenance vendors
*    Greets walk-in traffic and fields phone calls, directing clients to the appropriate person/resource
*    Participates in monthly Communications teleconferences
*    Serves as the county connection to support phone book listings, signage, University branding, etc.
*    Serves as the media contact for the region (updating and coordinating media information)
*    Supports the promotion of new templates and Extension communication policies within the region
*    Promotes Extension’s central messages and communication tools such as answer-line and farm information line

5.   Back Up Other Administrative Professionals and Engage in Professional Development – 5%
*    Works with other administrative specialists as part of a cohesive team 
*    Is open to the suggestions and ideas of others
*    Has the skills to back-up all aspects of the other administrative specialists’ work
*    Participates in all applicable trainings
*    Works with other administrative specialists to gain expertise and improve performance

About the Department

About Extension 
The University of Minnesota Extension is a major outreach arm of the University of Minnesota, a land grant institution with a mission to serve the public through applied research and education.  The mission of the University of Minnesota Extension is: “Making a difference by connecting community needs and University resources to address critical issues in Minnesota.”

How To Apply

Applications must be submitted online. To be considered for this position, please click on this website: https://z.umn.edu/MoorheadJobOpening and follow the instructions to apply. You will have the opportunity to complete an online application for the position. Complete the brief application and include the following attachments with your online application.

1.    Cover letter
2.    Resume
3.    List of three professional references with complete phone and email contact information.

Additional documents may be attached after application by accessing your "My Job Application" page and uploading documents there.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).

FOR QUESTIONS ABOUT APPLYING ONLINE, CONTACT
Naaz Babvani 
Extension Human Resources 
Phone: 612-624-3717 
babva001@umn.edu

FOR MORE INFORMATION ABOUT THIS POSITION
Ben Anderson
Regional Director, Northwest
Phone: 218-236-2004
and01488@umn.edu

Diversity

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.

Background Check Information

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.

 
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.