Executive Ofc and Admin Spec
University of Minnesota
 Minneapolis, MN

Special Notice for COVID-19

The UMN has suspended hiring for most positions. However, we will continue hiring for positions critical to the University's mission and operations at this time. Applications are being accepted for this position and you are encouraged to apply. In-person interviews are suspended indefinitely and will be replaced by interviews in a virtual format. Thank you for your continued interest in working at the University of Minnesota.


All required qualifications must be documented on application materials.

High School Diploma/GED and four years of related office experience OR a combination of education/training and experience to total four years. Required computer skills include Microsoft Office (Word, Excel, PowerPoint,), Google calendaring, E-mail and Google Docs & Forms. Experience with complex meeting scheduling and support of executive-level meetings. Experience coordinating event logistics. Experience composing and editing business 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. Experience using the University EFS system to prepare purchasing and business documents (purchasing, reimbursements, travel, procurement cards)

Preferred: Experience working in an academic unit with faculty in a clinical setting. Demonstrated skills in problem solving including awareness of when to escalate issues and when they can be addressed independently. Excellent interpersonal skills, including a positive attitude and ability to work as a team player. Experience with Chrome River and Canvas curriculum platform preferred.

Salary Range: $18.67-$22.32, depending on experience and qualifications

About the Job

Essential Functions

Department Administrative Support – 45%

  • Manage the front desk of the department office by greeting visitors, answering department phone line, respond to inquiries, check voicemail, and provide welcoming customer service to all internal and external visitors
  • Provide support for Department Chair, Administrative Director, Education Coordinator, and Administrative Associate 1
  • Calendaring – Schedule meetings for department chair, administrative director, and faculty including scheduling of conference rooms, and maintaining an up-to-date calendar for the department chair
  • Process department mail daily including delivery of packages
  • Telecommunications - repair requests, phone orders/phone moves
  • Maintain inventory of department keys, order keys, and provide key access to faculty offices as needed
  • Provide access to department equipment including laptops & LCD projectors
  • Develop procedures, guidelines and best practices to onboard new employees, creating a schedule of orientation for new faculty and visitors & manage logistics to provide a welcoming experience to the department
  • Receive, compile, and enter data with accuracy and completeness. Types of data may include general office data and merit packets.
  • Serve as department resource for facilities, including assisting in the bidding process for department offices, and arranging logistics for office moves
  • Maintain department correspondence and files, including organizational charts and lists
  • Resolve equipment problems or arrange for repairs as needed
  • Copy and fax documents as needed

Department Academic Support – 45%

  • Provide logistical support for faculty course coordinators for academic curriculum
  • Communicate proactively with course coordinators to collect syllabi and implement deadlines for course materials
  • Manage course inventory, schedule of exams, and grade reports
  • Problem solve discrepancies related to exam creation, points and grading
  • Post and manage course notes on Canvas for all department courses
  • Facilitate and prepare course exams and grade entry with accuracy and completeness
  • Coordinate weekly activities for Grand Rounds including evaluations
  • Plan annual welcome activities and end of year celebrations for residents and interns, including annual awards & plaques

Purchasing – 5%

  • Create purchase requisitions and receive orders
  • Place Umarket orders including for student labs for academic programs
  • Process book orders for faculty
  • Order and maintain inventory of office supplies & equipment for department and faculty
  • Process other orders for the VCS office, chair and administrator director as needed using a PCard and reconciling transactions
  • Assist in Chrome River as needed

Special Projects as Assigned – 5%

  • Coordinate set-up and clean-up of special events and related logistics such as ordering supplies, reserving rooms, ordering catering
  • Other duties as assigned

About the Department

This is a third level office and administrative position that is essential to the daily administrative and programmatic operations of the Veterinary Clinical Sciences Department (small animal) which supports the mission of research, teaching and service at the College of Veterinary Medicine. The VCS department is the academic home to ~160 faculty, house officers (residents and interns) and staff. This position is key to promoting a welcoming culture in the department, often being the first point of contact for a busy department chair's office. As a core team member, this person interacts with other administrative units and operations support staff as well as internal and external stakeholders.

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your “My Job Applications“ page and uploading documents in the “My Cover Letters and Attachments“ section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).


The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.

Background Check Information

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.