The School of Social Work is seeking an Administrative Liaison to support the department. The School of Social Work is located in the College of Education and Human Development at the University of Minnesota. This position has an interactive role with administration, faculty, and students. The person in this position is the School’s primary liaison for finance, events, facilities, and other administrative needs within the school. The individual in this role must have strong organizational skills, have the ability to work independently to initiate and implement, be capable of managing multiple and sometimes competing projects, and be able to work well with many different kinds of people.
This position is represented by the AFSCME Clerical union, Local 3800.
Financial Coordination (30%)
Identify suppliers, negotiate business services and contracts, set-up suppliers and professional/consulting services contracts, and communicate with Financial Services Office/Procurement Specialist regarding set-up and contract statuses.
Initiate, monitor, and document School purchases and monthly bills (for capital/non-capital items) using University purchasing card, invoice payment, or purchase order; resolve billing errors and assure proper cost allocation when necessary.
Manage the external sales process for the school and it’s smaller centers, including initiating contracts, assisting with budget creation, routing contracts for signature, tracking projects, and billing according to the contract schedule.
Reconcile University purchasing card purchases for 5-10 employees using EFS.
Work with the SSW Financial Professional to create, update, and maintain SSW scholarship and foundation funds spreadsheet
Audit and analyze copy, postage, and parking voucher charges on a monthly basis.
Order supplies for faculty and staff and research/implement new equipment when necessary.
Manage monthly process of sending out donor thank you letters on behalf of the Director
Plan and coordinate all installations and refurbishments, such as paint and flooring, telecommunications, and furniture.
Inspect Peters Hall to determine the need for any repairs or renovations, and maintain a tracking system of building needs.
Serve as the primary contact and coordinator with college and university services such as Facilities Management, Emergency Services, Parking and Transportation, and Building Security.
Consult with the Director of Operations to allocate space according to needs.
Coordinate space moves, and work with moving companies when appropriate.
Oversee Peters Hall storage, assign storage spaces, and maintain inventory of furniture and other assets being stored for later installation.
Manage key inventory; assign, and track keys as people transition in and out of the school.
Event Planning and Coordination (25%)
Book venues, speakers, entertainers, photographers, or any other necessary vendors for School of Social Work events.
Liaise with vendors, exhibitors, and stakeholders during the planning process and event to ensure everything is in order
Maintain event budgets, and report concerns to the director of operations.
Handle purchasing, ordering and coordinating all supplies for internal and external school events.
Create and distribute evaluations when appropriate, and assess the overall success of the event.
Serve as the primary administrator of all Destiny One events and courses for the school.
Administrative Support (15%)
Coordinate calendar and make travel and conference arrangements for Director
Organize administrative meetings
Provide backup for the Front Desk Student Staff when needed
High School Diploma/GED and four years related office experience. Training/education may be substituted for some of the years of experience.
Experience working with Microsoft Office and Google applications.
Evidence of experience in applying knowledge and skill to complete tasks with precision and timeliness.
Evidence of experience in a position required to handle a variety of tasks.
Experience with University systems such as EFS/PeopleSoft and Destiny One.
Strong knowledge of Microsoft Excel and/or Google sheets, including creating tracking systems and workflow processes.
Ability to multi-task and use appropriate time management skills.
Ability to work independently and as part of a team, including with diverse groups of people.
Evidence of dependability, accuracy, attention to detail, and problem-solving skills.
Demonstrated excellence in communication skills, both in person and over the phone.
Experience and/or training in project management.
Internal Number: 335207
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.