POSITION OVERVIEW This position; Administrative Office & Programs Service Coordinator, Job Code 8208A1, provides ongoing administrative & coordination support to CURA programs and serves as Office Service Coordinator for day-to-day operations. This position requires a well-rounded person who can operate independently as well as in team settings to cover a wide variety of responsibilities and activities at CURA. The person in this position is expected to independently apply their knowledge and skill to conducting recurring tasks and activities with emphasis on precision and timeliness of execution. In an ever evolving environment, this position is expected to continuously analyze reoccurring tasks for efficiency and effectiveness. Greets visitors to the office in a friendly and professional manner. Seeks to assist visitors and serves as a referral bridge when necessary. Maintains effective knowledge of all relevant resources and services available within the department and other like departments on campus. In addition to administrative and event planning functions, this job will involve working with web- based content management systems to promote events in support of the unit’s community based research and service programs. This position requires proficient to highly proficient excel skills in the creation, maintenance and analysis of reports for program research needs. Candidates must be technically savvy and willing to learn new software applications. Integral aspects of the job include: • Office/Space/Equipment Administration • Event planning and management • Communication and Outreach • Finance reporting and budgeting • Proofreading and Report Posting utilizing the CURA Website and the University Digital Conservancy • Assistance with web design and management
ADMINISTRATION AND COORDINATION (30%) • Serves as the first point of contact to internal and external entities for the Center responsible for providing day-to-day business support to all operational areas. Establishes and maintains up-to- date procedures and operational standards in partnership with specific program areas. • Collaborates with CURA administrator and Facilities Management Office to maintain a safe and effective work area including planning, coordination and execution of space projects, including space remodeling. Review, prioritize and route incoming communications, manage internal and external inquiries, independently investigate issues and recommend possible solutions. • Oversee the management of the departmental translational equipment which includes; development and maintenance of rental tracking record system, check-out procedures along with systematic maintenance and testing. • Manage CURA’s shared technical equipment; ensure all CURA equipment is up-to-date and in good working order, maintain inventory of all office equipment and software licenses. Collaborate with program managers to analyze, advise and determine technical needs as they arise. • Provide administrative support for staff, students and visiting collaborators. Serve as liaison with Facility Management, Telecomm, OIT, etc. Maintain inventory of office/cube space assignments and printing codes. Monitor and assign student workspace on a semester basis. • Manage keys and key card access to office occupants and visitors. Allow access to facilities personnel and contractors. • Develop, maintain and ensure adherence to procedural guidelines for various competitive Faculty-Student- initiated projects providing administrative support during the selection process. Competitions include FIRP, Fesler-Lampert, Dissertation Research Grant, and Community initiatives, such as Artist Neighborhood and Neighborhood Partnerships, Neighborhood Now Leadership and Organizing. • Maintains timetables and ensures all deadlines are met. Must be flexible and display initiative in working on new tasks. • Anticipates problems and recommends a range of solutions. • Attend administrative and departmental staff meetings.
COMMUNICATIONS AND OUTREACH (25%) • Event planning and management. Manage event logistics, planning and execution. Responsibilities include, but are not limited to, venue research, budget development, expense tracking, food and beverage orders, ancillary event management, registration services and attendee tracking, presentation and materials support, team communication, A/V coordination, speaker management, event logistics reporting, and pre- and post-event analysis. • Participate in Hennepin-University Partnership (HUP), Community-Based Research (CBR), Resilient Communities Project (RCP) programs administrative planning, assist with and oversee execution of programmatic events as necessary • Drafts routine correspondence and expedites urgent, confidential, and important correspondence to appropriate personnel as needed. • Collaborate closely with CURA Communications coordinator to create, implement, analyze, and evaluate communication strategies to advertise and promote the CURA programs and events • Assist with web-site updates, design of promotional programs, creation of specialized or technical materials for marketing, publication, and/or public or internal relations that incorporate both written and graphic work, and utilize multiple media methods, develop promotional media, flyers, and public service announcements. • Work alongside communications coordinator to maintain complete and accurate event and program reporting documentation. • Manage and maintain the CURA email and mailing lists. Move mass email client over to Marketing cloud from Mailchimp. • Create and maintain active database of conference rooms and centers available on campus and limited database of conference rental space off campus to support events.
FINANCE, REPORTING AND BUDGETING (25%) • Monitor budget balances and prepare ad hoc reports for program managers. • Assist programs with budget development. Accurately maintains multiple accounts. Follows all university regulations regarding the management of restricted and unrestricted accounts. Maintains effective controls of financial resources. • Process expense reimbursements, including procurement card reconciliations, verify and process vendor payments. • Assist personnel with the submission of the expense reports using ChromeRiver system. • Prepare month-end reconciliation of charges reports and maintain log of parking vouchers and printing/copying records by program. • Work with managers on comparison and analysis of supplies and other expenditures for specific program areas. • Create event budgets and track spending; order supplies as needed. • Effectively communicate with vendors to identify cost-savings opportunities. • Work closely with CURA Financial Generalist to analyze and address problem accounts. • Serve as a back-up for purchase orders and requisitions entry. • Attend training to stay up-to-date and well informed on institutional financial and administrative policies.
HUMAN RESOURCES (10%) • Work closely with departmental HR staff to coordinate on-boarding process of new staff and students. • Assist with Community-Based Research (CBR) student orientation. • Work closely with program staff to develop and monitor procedures for hiring of students to work in community and/or local government agencies. • Monitor CBR graduate research assistants applications and assist CBR program director and coordinator with reports to outside organizations. • Process statistical summaries and design and prepare ad hoc reports from HRMS from the end user prospective for program managers.
SUPERVISION (5%) • Supervise front-desk student employee. • Responsible for hiring, approving time, maintaining schedule and assigning work, monitoring performance, coaching, and discipline of front-desk student employee.
Other duties as assigned (5%)
Required Qualifications: • BA/BS degree or a combination of related education and work experience to equal four years. • Experience independently managing projects, performing complex, detail oriented tasks, and setting priorities. • Strong planning, organizational, and execution skills. Experience handling multiple projects at one time. • Experience with project implementation. • Proficiency in Microsoft Office Suite, specifically Word and Excel, as well as Google applications (calendar, email, drive). • Familiarity with multi-media methods and web development/design • Event planning experience • Experience preparing financial documents including ad hoc reports. • Experience working with professionals in leadership positions (e.g., faculty, directors and principal investigators). • Demonstrated strong oral and written communications skills. • Ability to manage large quantities of correspondence. Respond to inquiries professionally, accurately and timely. • Proactive, approachable and solution-focused.
Preferred Qualifications: • Experience using UMN EFS, HRMS (Recruiting Module), UMarket, UM Reports and Chrome River systems. • Demonstrated ability to work with and adapt to new technologies and processes without significant direction. • Experience working independently in a fast-paced environment. • Understands the power of teamwork and demonstrates strong interpersonal skills in collaborating with coworkers to provide service. • Experience organizing and managing program management systems which can include research and analysis of potential new software programs. • Excellent technical skills, including high level expertise in MS Office and Google Suite. • Fluency using social media in business setting to promote events. • Familiarity with web-based content management system design and Digital Repository (Conservancy). • Experience designing promotional programs and specialized materials for marketing and publication. • Working knowledge of sponsored and non-sponsored accounting procedures. Working knowledge of University Policies to ensure compliance with institutional financial policies and procedures.
Internal Number: 334385
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