This position is covered by the AFSCME Clerical Union. Union/Fair share deductions may be made.
The Administrative Assistant is responsible for coordinating the administrative functions necessary to Capital Planning and Project Management’s (CPPM) business process, and is responsible for assisting with administrative planning and execution. This position assists in developing administrative programs, process, and guidelines and coordinates initiatives and information that will be used within CPPM. The Administrative Assistant reports to the Chief of Staff and provides support in key administrative functions to CPPM directors and CPPM staff.
Responsibilities • Provide administrative support with primary responsibilities including complex calendar management; triaging urgent issues; responding to confidential correspondence; and addressing office logistics. • Assist in the development and coordination of CPPM organizational development activities. Support the creation of opportunities to strengthen CPPM delivery of services by assisting in the planning, development and implementation of workshops and meetings. • Provide administrative support services to the staff including: preparing and editing documents, data entry, copying, answering and directing telephone calls, and sorting and sending mail. • Schedule meetings and events; provide support as needed, and prepare materials for meetings and events. • Welcome clients by telephone or in person? referring to the appropriate staff member. • Maintain and order office supplies and technology tools, including hardware and software • Organize and maintain informational materials. • Compile, transcribe and distribute minutes of meetings. • Assist with overall maintenance and organization of the office. • Develop and maintain administrative systems such as databases and electronic and paper filing systems. • Develop and maintain reports; draft presentations and executive-level correspondence. • Ensure CPPM Office functions efficiently and effectively by managing the general operations of the office. Identify and implement new ways of managing the operations of the office in order to improve efficiencies. • Perform other day-to-day operational tasks relating to office administration, including assisting in the determination of space usage for the group, purchasing general business materials, services and supplies, answering email, coordinating calendars, ordering supplies, on-boarding new employees, acting as a single point of contact to track general IT issues and their resolution. • Oversee time entry and vacation tracking. • Perform other duties as assigned.
Salary range: $15.70 - $26.41
Minimum 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.
Preferred Qualifications • Knowledge of and experience with the University of Minnesota or other higher education institutions and an understanding of academic culture is preferred, but not required. • Knowledge of and experience with construction and/or architecture and/or planning is preferred, but not required. • Experience with complex organizations • Understanding the role of governance in a large complex institution and the role of policies and procedures in supporting organizational effectiveness. • Experience working with executives. • High level analytical skills • Evidence of self-initiative and ability to work under pressure • Process or project management experience.
Knowledge, Skills and Abilities • Excellent interpersonal and human relations skills. • Ability to maintain confidentiality • Ability to communicate effectively, succinctly, and persuasively in writing and orally and with varied constituencies in a collaborative and collegial environment. • Experience in strategic and analytic thinking. • Ability to effectively manage through ambiguous assignments. • Awareness of, appreciation for, and responsiveness to the needs of a diverse workplace. • Demonstrated ability and success in providing support to and working in teams, including working with and through others to accomplish goals. • Excellent judgment and decision support abilities. • Excellent attention to detail skills. • Ability to coordinate multiple tasks and meet challenging deadlines. • Demonstrated integrity and adaptability. • Ability to develop and process information using MS Word, Excel, Powerpoint, Google mail and calendar, and capability to quickly learn other systems (e.g. Unifier database).
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.