* Position is represented by AFSCME Clerical Bargaining Unit. Dues or Fair Share deductions will be made.
* Hourly Salary Range: $15.70 - $26.41 (DOQ)
Duties and Responsibilities:
Project and Program Coordination – (40%) • Assist with the coordination of special events sponsored by the Associate Dean’s Office for faculty, staff, alumni, and friends of the college. Events currently include CLA Sneak Previews, Talle Family Scholarship Recognition, Dean’s Freshman Research and Creative Scholars Reception, College Day and Instructional Awards Committees. • Support and participate at Commencement, Talle Family Scholarship, Dean’s Freshman and Research Scholars Program and College Day. • Participate and serve as official member of the CLA’s Scholarship Working Group to facilitate CLA student scholarship processing. • Monitor scholarship fund balances via STAR and input yearly spending plans; request funds transfers and adjustments related to scholarships. • Perform upload of scholarship files into People Soft for disbursement to students. Reconcile uploaded scholarship files to disbursement reports to ensure accurate awarding. • Work closely with the Scholarship Coordinator to identify the Scholarship Selection Committee members and preparation of the scholarship packets. Track and monitor the number of readers and the assigned scholarship applications. • Organize and prepare the materials for the annual scholarship notification process with the guidance of the Scholarship Coordinator. Assist with the annual scholarship communication plan by reviewing and updating documents. • Monitor and update the scholarship website while keeping our collegiate brand and following the University communication guidelines. • Anticipate needs of projects and engage in problem solving when needed. • Produce quality word processing documents including accurate editing/proofreading, formatting applications, program materials, correspondence, and graphic materials (tables, charts, slides) and assist with presentation materials. • Work closely with the Director of Administration, Scholarships and Awards on a variety of projects, new initiatives, and one-time special projects.
Fiscal Document Processing and Financial Coordination: (35%) • Responsible for assisting the Director of Administration, Scholarships and Awards and the Administrative Associate/Supervisor 2 and other staff members with fiscal administration and financial activities/functions. • Interpret Collegiate and University procedures and guidelines regarding all financial transactions in consultation with the fiscal service team accountant and the Administrative Associate/Supervisor 2 and Director of Administration. • Make recommendations for process improvements to unit policies and procedures. • Create and develop Best Practices and training materials for new hires and all staff members with regards to financial functions. • Use the University’s financial system to prepare departmental financial documents: purchase orders, payments for services and supplies, employee expense reimbursements, cash receipts, check requests and other documents. • Serve as the P-card reconciler for UGE. Identify transactions to be reconciled and request necessary paperwork/receipts from cardholders. Verify account numbers and ensure compliance with University justification standards for business transactions and purchases. Prepare and process purchasing card program expenditures. Forwards appropriate documents to the service team for processing. • Complete Employee Reimbursement forms in a format that can be matched to receipts and easily verified by the approver. Prepare and process reimbursement requests and justifications for the unit. • Process reimbursements for the Associate Dean, Assistant Dean and Leadership Team. Audit expenses and verify that they are allowable per University policy. • Assist fiscal service team accountant with budget tasks and reconciliation of monthly financial reports and investigate discrepancies. This includes Campus Club membership, Printing Services, Parking and Transportation, and outside vendors. • Serve as point person for the fiscal service team accountant and requests. • Serve as a resource for staff members for purchase orders, orders from UMart, consulting services and working with outside vendors. • Works closely with the Assistant to the Associate Dean regarding the Student Board budget and financial transactions. • Orders and receives unit supplies online and verifies appropriate payment for Student Board.
HR Administration and Staff Operational Support: (15%) • Work closely with the Director of Administration, Scholarships and Awards to develop and maintains standard operating and procedural manuals for administrative and human resource functions. • Supports the Director of Administration, Scholarships and Awards with unit recruitment and hiring activities, including search committees, schedules interviews, drafting correspondence, and helping with the on-boarding process. • Updates UGE website with staff listings, employment postings and policies. • Assist with departmental human resources functions such as document processing for new employees, appointment changes, and employee departures. • Complete Access Request Form for new hires and departures for security access to the University’s computer systems. • Use CLA’s Intersections system to initiate and approve graduate student appointments. • Has secondary responsibility for provision of internal administrative and payroll support for UGE staff and point of contact for faculty, staff, and students. Investigates inquiries and return calls promptly with the requested information. • Answer employee questions about payroll processes and procedures. • Provide support for and/or serve on unit, college-wide and university-wide committees and groups as appropriate. • Continue professional development through attendance of courses, workshops, seminars, and other meetings. • Attend and participate in UGE Staff and Unit Staff meetings. • Other duties as assigned.
Financial Reporting and Compliance: (10%) • Support the Leadership Team by providing the financial document processing, payroll support, human resource assistance and procurement needs while ensuring compliance to established policies and procedures to move our unit’s strategic plans forward. • Accept requests for ad hoc reports from within unit; determine validity of requests considering confidentiality and other factors; create and verify accuracy of reports. • Collaborate with fiscal services team and Associate Administrator/Supervisor 2 to design, create, and obtain financial reports for unit decision makers and student groups like the CLA Student Board. • Work closely with the Director of Administration to develop communications with regards to fiscal document processing and administrative services that are in compliance with University, Collegiate, FERPA and other regulations governing student information. • Assist in the development of best practices for the processes of the Office of the Associate Dean for Undergraduate Education.
Required Qualifications: • High School Diploma/GED and four (4) years of related office and administrative experience. Training/education may be substituted for up to two (2) years of experience. • Advanced level computer skills (Excel and Word) and development of spreadsheets. • Strong customer service orientation.
Preferred Qualifications: • Experience with student services, human resources, accounting functions, financial document processing or program administration in a higher education setting, and familiarity with FERPA compliance in these activities. • Excellent organization, interpersonal and communication skills. • Experience using PeopleSoft Financials for accounting system and/or other student information applications. • Ability to follow directions, takes initiative, and follows through on assignments. • Advanced and successful problem solving skills. • Demonstrated commitment to undergraduate students. • Ability to handle multiple tasks with simultaneous deadlines and to organize, facilitate, and think broadly while demonstrating attention to the details. • Demonstrated ability to work successfully as part of a team. • Willingness to cross-train as needed to meet project goals. • Willingness to learn new technology as required.
• Strong customer service orientation while maintaining compliance with University and Federal policies and procedures.
• Demonstrated ability to manage time and priorities in the face of multiple projects and deadlines.
• Demonstrated ability to work independently and as part of a team.
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.