The Institute of Linguistics at the University of Minnesota seeks a part-time (20 hours/week) Executive Office and Administrative Specialist to help support the daily operations of an academic department. Must have availability during business hours (Monday-Friday, 8:00 AM - 4:30 PM) and must specifically have all-day availability on Fridays (8:00 AM - 4:30 PM).
Job duties include the following:
Program Administration for Graduate and Undergraduate Programs (30%) • Support unit administrator in providing administrative support for the Directors of Graduate and Undergraduate Studies for BA majors and minors and MA and PhD students • Track and distribute graduate program applications for faculty review committees • Coordinate departmental nominations for undergraduate fellowships. • Assist the Director of Undergraduate Studies in conference travel awards for undergraduates • Organize graduate and undergraduate program events including Graduate Student Visit Day and Graduate Student Orientation • Maintain student academic and degree program records and student databases in coordination with unit administrator • Coordinate student preliminary written exams, assist with the scheduling of final oral exams, and track required forms for exams and defenses
Course Scheduling Support (30%) • Work with unit administrator and directors to schedule Linguistics courses • Collect, compile, enter, and maintain course and section data in Collaborative Course Scheduling • Monitor and proof schedules prior to CCS submission deadlines, registration, and start of academic terms • Manage and maintain shared Linguistics scheduling documents • Update courses, topics, and student outcomes and liberal education requirements in the Electronic Course Authorization System (ECAS) • Respond to requests for assistance with schedules, campus, classroom, lab or technology needs • Manage Institute classroom reservations and develop guidelines for reserving classrooms using ASTRA
Financial Preparer (30%) • Serve as primary source of information regarding unit, collegiate and University fiscal policies and procedures • Independently initiate inquiries and resolve problems when needed • Initiate financial transactions including setting up vendors and processing vendor payments, purchase orders, contract for professional services, honoraria payments, and employee expense and travel reimbursements using EFS • Manage unit supply purchasing • Reconcile department purchasing cards • Manage and meet all applicable deadlines • Maintain department financial files
Administrative & Office Support (10%) • Serve as primary receptionist for the Institute: greet visitors, answer phone, emails, and perform general office duties. • Handle meeting requests and room scheduling • Plan and prioritize meetings and other commitments for the Director, including handling scheduling conflicts and making adjustments as necessary • Maintain Institute files and archives • Coordinates events and meetings including travel arrangements, reserving rooms, technical needs and other related logistics • Composes and/or prepares correspondence, memoranda, agendas, and annual reports • Assist with preparation of Institute reports and information gathering • Oversee the distribution and collection of course evaluations • Serve as the Institute’s textbook coordinator • Serve as the Institute’s key control and access coordinator
HS Diploma/GED and four (4) years of related office experience to include project management
Must have experience with Gmail applications (Gmail, calendar, drive, etc.) and Microsoft Office Suite (Word, Excel, etc.)
Must be able to lift, carry and move items weighing up to 30 pounds
Experience working with diverse groups of people
Demonstrated ability to lear new tasks quickly and multi-task in a fast paced environment
Evidence of excellent written and oral communication skills
Internal Number: 328356
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.