About the Job This position works within the University Recreation & Wellness Department, and reports directly to the Office Manager for Administration. The primary function of the Administrative Specialist is to assist the Office Manager with day to day operations, such as serving as the main receptionist in the Administrative office, and receiving invoices for accounts payable.
The salary range for this position is $31,678 to $45,364. (DOQ)
50% General Office Support •Serve as first point of contact to students, staff, faculty, and visitors, in person and on the phone; handle fax, mail, and deliveries •Serve as backup to Office Manager as a contact for office equipment and services •Coordinate and distribute department mailings, directories, listings, compose business memos and correspondence as required •Order and maintain office supply inventory; manage copier, technology equipment, mail machine and common areas •Assist Human Resources Manager with filing of staff personnel records and payroll abstracts
50% Financial Support •Serve as primary receiver of departmental invoices for voucher specialist •Serve as backup to voucher specialist in payment of invoices •Set up new suppliers as needed •Serve as backup to Office Manager in preparation of new purchase order requests, expense reimbursements
** Position is represented by a Bargaining Unit. Dues or Fair Share deductions will be made.
Required Qualifications: •High School Diploma/GED and at least two (2) years of relevant and progressive administrative support experience. Training/education may be substituted for up to one (1) year of experience.
Preferred Qualifications: •Experience/working knowledge of University of Minnesota Enterprise Financial System (EFS/PeopleSoft), UM Reports, ImageNow •Experience preparing and processing financial documents, receiving invoices •Experience providing administrative support and interacting professionally with a wide range of people (i.e. executive leaders, faculty, staff, students, and visitors) •Experience assisting with meetings (scheduling, preparing agendas) •Experience supporting more than one professional at a time and prioritizing work •Skilled at multi-tasking and working with details, managing work flow while dealing with expected interruptions and meeting deadlines •Experience coordinating event logistics, making travel arrangements, and scheduling meetings •Team player with excellent interpersonal skills; enjoys helping people •Strong communication, interpersonal skills, customer service skills and excellent attention to detail •Ability to prioritize multiple responsibilities, handle multiple deadlines, complete tasks with accuracy and attention to detail, and be productive in a multi-task work environment
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.