School of Math Workshop Coordinator and Administrative Assistant (Executive Ofc and Admin Spec)

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Job ID

361450

Location

Twin Cities

Job Family

LR-Clerical

Full / Part Time

Full-Time

Regular / Temporary

Regular

Job Code

1885

Employee Class

AFSCME Unit 6 - Clerical

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About the Job

Position Overview :

The Workshop Coordinator and Administrative Assistant serves as the primary workshop, seminar and conference coordinator and first point of contact in the School of Mathematics main 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 100% full-time position reports to the Math Administrative Manager and allows for limited hybrid work, with an expectation of at least 4 days per week on campus and no more than 1 day per week remotely.

This position allows for a hybrid work schedule after the probationary period of six months, as agreed upon with the Department Administrator.

Responsibilities :

Math Main Office and Building Management - 50%

• Serve as the first point of contact to greet students, faculty, staff, and guests
• Ensure the front office area is tidy and organized on a daily basis, providing a welcoming environment.
• Monitor and track inventory of general departmental supplies, organize common spaces, ordering additional items as needed via UMarket.
• Monitor package deliveries and notify recipients.
• Serve as primary point of contact for internal and external vendors
• Organize and track all offices including checking out keys, assigning offices to visitors. Annually update building floor plans.
• Annually update, organize and assign mailboxes for all departmental personnel
• Assist department personnel with room reservations / equipment usage and direct them to resources for assistance with building or technical issues.
• Monitor the front desk phone / voicemail for general inquiries and respond or route to other staff as needed.
• Facilitate removal of office furniture during periodic clean-out events; collect information, coordinate movers, and oversee process
• Submit work orders and routine facilities requests to building management; report office equipment issues to service providers and coordinate service visits.
• Assist with special projects and activities as assigned by the Administrative Manager.

Event Coordinator (45%)

• Serve as workshop, seminar and conference coordinator.
• Enter visitor information into departmental database
• Manage the planning and implementing all aspects of planning for conferences, workshops and events.
• Collaborate with faculty to arrange workshop and conference speakers, prepare workshop and conference schedules and itineraries, and submit related payment documents.
• Serve as primary contact to the Graduate hotel for individual and group reservations.
• Coordinate hotel reservations for seminar speakers and other external visitors.
• Coordinate all logistics such as location, catering, printed materials, etc. for workshops, conferences and events.
• Respond to visitor inquiries about event logistics
• Attend events to provide support if necessary.
• Assist with faculty recruiting. Coordinate hotel reservations, create and edit schedules for visits.
• Manage a purchasing card for checkout by Math student groups to purchase food / supplies for their activities.

Miscellaneous (5%)

• Back-up for the Undergraduate Office Administrative Support.
• Position may supervise student employees.
• Provide informal orientation and training of other employees.
• Attending meetings as needed.
• Other duties as assigned.

Qualifications

Required Qualifications :

• High school diploma / GED and four years of related office experience.Training / education may be substituted for some of the years of experience.
• Excellent customer service and communication skills with individuals from diverse cultures and backgrounds.
• Computer experience, with proficiency in Google Apps, Zoom, and Microsoft Office Suite.
• Demonstrated ability to organize, prioritize, and execute deadline-driven tasks with accuracy and attention to detail.
• Ability to lift and carry up to 25 pounds and to travel between offices / buildings with departmental guests.
• Ability to work at least 4 days per week on campus and no more than 1 day per week remote.

Preferred Qualifications :

• Previous experience planning and coordinating events (booking venues, selecting caterers and menu items, coordinating vendor payments) for audiences of 100-450 people. .
• Previous experience coordinating itineraries for external visitors.
• Previous experience providing customer service in an office reception environment and coordinating / directing front desk activities, including mail / package delivery, supply inventory, room reservations, office equipment maintenance / service requests.
• Previous experience with conference room scheduling.

About the Department

The School of Mathematics, located in the heart of the College of Science and Engineering, has about sixty faculty covering essentially all areas of mathematics.

The School has a long history of interdisciplinary research, but is equally strong in the core areas of mathematics. PhD alumni and alumnae are spread throughout universities, colleges, industry, and national labs.

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-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.

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 have the opportunity to complete an online application for the position and attach a 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 [email protected] or call (612) 624-8647.

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

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).