Provides logistics and support for projects and programs being offered by CAHFS, including but not limited to itineraries, transportation, lodging and meal logistics, on-site visit coordination, vendor relations and program planning. For a number of CAHFS projects, there is an international component, including frequent interaction with multiple cultures and nationalities to arrange visits of foreigners, and/or visits of CAHFS staff to foreign locations.
Makes various program arrangements in a thoughtful and thorough fashion, completes assignments with accuracy in a timely manner, deals well with multiple, competing demands, provides general review and editing of documents; provides coordination and support for CAHFS programs such as: applied research and outreach projects veterinary public health education resident recruitment and residency program workshops, training, and course offerings
Identifies and analyzes the project upfront, including purpose, audience, parameters, and deadline, research/compile information as needed using electronic resources, manages multiple specialty contact lists; able to use online and Excel spreadsheets, use of online database/software systems for various projects and program management.
Departmental Financial/Purchasing support – 30% Responsible for departmental purchasing function to include: creating and managing requisitions, Purchase Orders, Blanket POs, Contracts for Professional Services, UMarket ordering and approvals, including vendor creation and set up reviewing and submitting invoices for payment processing and paying dues, subscriptions and credit card transactions assisting with fiscal year end transactions
Coordinates AHC-IS support: new user requests, ordering computers, cross-check quarterly invoices/inventory and track support expenses
Responsible for accurate accounting for other departmental expenses, such as Xerox machine use, FedEx charges, etc. Responsible for reviewing, and analyzing individual copy counts & billing for overages, providing updates to users
Assist faculty with the processing of reimbursements; responsible for knowledge of policy and ability to provide audit of requests
Responsible for purchasing card reconciliation process, policy review and ensure consistency
Provide account balances for faculty, as needed/requested
Responsible for asset receiving requests for capital equipment purchased and received
Other Duties 10%
Send Weekly Update and Weekly Topic using Salesforce Post Weekly Update and Weekly Topic on CAHFS website Update Salesforce subscriber list Work with CVM Advancement to procure specialty marketing items such as posters, custom print items, banner displays, gifts and other items Provide backup support for Website page master as needed with may include updating content, fixing broken links and images, adding page animations, new pictures, fresh content, new events and faculty bios and other updates.
Provide support to miscellaneous activities:
Provide backup support in emergency situations (e.g. increase in risk for, or occurrence of, an epidemic in the State for a disease relevant to CAHFS mission and/or periods of time of unusually high activity associated with CAHFS project) which require shifting duties on a temporary basis between and among CAHFS staff.
Develops and maintains liaisons with other VMC, Collegiate and University staff as needed.
Supports and upholds the value that teamwork is critical to the success of the organization.
Maintains knowledge and understanding of University of Minnesota and Collegiate policies and procedures, and serves as a resource for other staff
Maintains confidentiality of data
Hourly Range: $19.93 to $29.76 USD/hour
All required qualifications must be documented on application materials.
High School Diploma/GED and five years related experience to include project management, preferably with educational programs (training/education may substitute for some years of expereince). Proficient computer skills to include Microsoft Office (Word, Excel, PowerPoint,), Google, and electronic calendaring. Experience with complex meeting scheduling and support of executive-level meetings and travel arrangements. Experience coordinating event and program logistics. Experience composing and editing communications and correspondence. Demonstrated ability to respond to inquiries (in person, by phone, or electronically) in a professional manner while operating in an environment with frequent interruptions. Experience working independently and as part of a team. Advanced experience preparing and processing accounting and business documents (reimbursements, travel, procurement cards, purchasing, preferably using EFS). Excellent interpersonal skills, including a positive attitude and ability to work as a team player. Experience with online meeting software (AdobeConnect, GoToMeeting, WebEx, etc.).
Knowledge, Skills and Abilities/Selection Criteria:
Demonstrated ability to establish and maintain effective working relationships and customer satisfaction with all stakeholders.
Excellent verbal and written communication skills.
Ability to participate as a team member in work groups of diverse composition
Ability to foster a cooperative work environment
Serves as a productive professional and positive team player by being flexible and adaptable to change, is proactive in developing efficiencies, focusing on details, making appropriate decisions, and maintaining effective communications
Manages tasks by completing jobs with timeliness and accuracy; including ability to establish and meet deadlines.
Manages, prioritizes, and evaluates workload tasks and regularly communicates schedules and tasks with supervisor
Uses effective problem-solving and troubleshooting techniques within the scope of job duties
Shares ideas and makes recommendations to improve and enhance workplace efficiencies
Willingness and interest to work in a multicultural environment, within CAHFS and with international partners, understanding and accommodating to a variety of cultures that are incongruous to their own.
Because of the nature of CAHFS’ work, a successful candidate would be able and willing to adapt to different requirements, associated with changes in directions, new projects, and need to respond to emergent situations.
Work Environment and Physical Requirements This work is generally performed at The University of Minnesota, College of Veterinary Medicine at the CAHFS Offices. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; talk and hear; occasionally stoop, kneel, crouch or crawl; smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
Internal Number: 336133
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.