Pre-event planning and coordination: consults and works closely with stakeholders to determine needs; makes detailed recommendations; creates comprehensive plan for events, develops event budgets and tracks ongoing expenses for financial reports; independently identifies and schedules venues; makes catering selections and arrangements; secures any necessary permits and permissions; makes travel and hospitality arrangements for visitors; researches and makes conference registration arrangements; makes A/V and technology arrangements; creates and develops plans for the dissemination of publicity.
Event Management: Oversees catering at events; assists with A/V; anticipate and solves problems. Creates and maintains attendance records; coordinates event set-up and clean up.
Post-Event: Provides financial reconciliation and reporting; processes vendor and visitor payments and provides appropriate justifications; shares financial information with stakeholders. Evaluates success and makes recommendations for improvement.
Adheres to and provides information about University policies and procedures, particularly those relating to travel and payments. Directs the work of student workers and other staff assigned to assist in event preparation and execution.
Assists with donor relations for the Heller-Hurwicz Economics Institute. Maintains and expands email lists for Heller-Hurwicz Economics Institute.
Supports promotion of events using internal and external communication channels, including social media, email, websites, and print materials. Creates promotional materials as needed.
Effectively establishes productive working relationships with internal and external vendors while professionally representing the culture and mission of the Department of Economics, CLA, and the University of Minnesota.
Program Management (25%)
Serves as a resource for faculty, staff and students on HR, Payroll, Department of Economics and Heller-Hurwicz Economics Institute Program and Minnesota Economics Big Data Initiative policy, which includes discussing, notifying, and reviewing any changes to policy or procedures. Identifies operational problems and develops solutions as appropriate for ongoing procedures and policy for department and individual’s needs.
Coordinates and assists in assigning TA and Graduate Instructors throughout the year, including entering appointments as needed. Coordinates undergraduate research appointments.
Assists in tracking funding expenditures for students including research assistantships, additional awards, and fellowships.
Under the direction of the Search Committee Chairs, manages and implements annual faculty recruitment off-site events including meeting recruitment candidates as well as in-house events including managing travel arrangements, schedule, reimbursements, and budget.
Functions as a liaison with relevant academic departments, programs, units, and external entities, including the Federal Reserve Bank of Minneapolis.
Handles purchasing for the Department of Economics in compliance with University of Minnesota policies and procedures.
Serves as the backup to the department administrator, including budget.
Acts as a first point of contact for inquiries regarding budgets, payroll, and finance. Creates and maintains an internal tracking system to ensure accurate reporting of departmental contributions to seminars.
Serves as departmental expert on the Chrome River system and the Travel Card program.
Advises students, staff, and faculty on issues related to payroll. Serves as a resource for international students, faculty and visitors on visa status, curricular practical training, and information regarding ISSS.
Serves as lead worker to train and assist other departmental staff on financial transactions, purchasing card reconciliation, and payroll entry. Trains and assigns duties to other staff. Serves as backup EFS preparer when needed.
Processes complex financial transactions such as contracts for professional services and capital purchases.
Works closely with the departmental administrator and financial team to manage and track departmental budgets. Responds to requests from department administration, CLA accounting teams, and outside entities as needed.
Coordinates scholarship and fellowship payments and other miscellaneous student awards under the direction of the DUGS, the Graduate Studies Coordinator, and the Departmental Administrator.
Processes payroll documents involving both sponsored and non-sponsored accounts, including federal and private grants and contracts.
Serves as a departmental representative to the Preparers’ Forum.
The individual in this position provides event coordination and high-level administrative assistance to the Department of Economics. This incumbent provide logistical support related to lecturers, conferences, seminars, department events, and public events for the Department of Economics, the Heller-Hurwicz Economics Institute and the Minnesota Economics Big Data Initiative. This position also works closely with and provides support to the department administrator for HR, payroll, and financial matters.
High School Diploma/GED and 5 years of related experience to include project management. Relevant education may be substituted for up to three years of experience.
Proficiency with Gmail, MS Word, and Excel.
Experience planning and executing events, programs and/or conferences.
Ability to work occasional evenings or weekends.
Two years experience working in a higher education setting.
Excellent written and oral communication skills.
Demonstrated experience managing multiple priorities in a complex work environment.
Demonstrated ability to work independently as well as with others in a team environment.
Demonstrated ability to work with diverse populations in complex environments.
Experience working with multiple constituencies and competing deadlines.
Experience with the University of Minnesota Enterprise Financial System (EFS), and PeopleSoft systems.
Experience with GoogleDocs, GoogleDrive, and other Google Applications
Experience with payroll.
Experiencing successfully executing complex projects from inception to completion with minimal supervision.
Internal Number: 328202
About University of Minnesota, Twin Cities
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.