Process reimbursements. P-Card reconciliations. Enter travel documents, requisitions, storehouse orders; track status of orders and balances in faculty travel allotments. Supplier/vendor set up and maintenance. Maintain update forms. Contracting and check requests. Run monthly budget reports. Assist Technical Director in budget maintenance. Explain financial forms, processes, and policies to department faculty and staff.
Office Manager (25%)
Serve as the first point of contact for Rarig Center Theatre Arts program; answer phone, email, and in-person inquiries; provide impromptu tours of the facility as necessary; provide clerical assistance for staff and faculty as necessary. General office support. Order office supplies. Oversee department copier maintenance and purchase including supplies and web access for faculty and staff; provide assistance in technical support issues. Set up/distribute class evaluation materials each semester, collect/submit evaluations; maintain records of class evaluation scores for faculty. Order textbooks each semester for all classes including requests for desk copies; distribute to teaching assistants. Maintain contact with textbook office regarding supplies and changes to orders Maintain inventory of equipment/computers. Make sure public space is kept clean and orderly. Maintain department email list-servs. Order general office supplies. Generate monthly donor thank you letters. Maintain department website. Syllabi collection. Assist department administrator in project-based work as assigned. Other duties as assigned. Maintain storage areas. Facilitate office moves. Work with Facilities Management. Maintain parking vouchers and loading dock permits.
Graduate Program (MA/PHD and MFA) Support (DGS Assistant) (15%)
Main contact for inquiries about graduate admission, including e-mails to prospective students and mailing of information materials. Gather/process graduate applications and letters of recommendation, GRE scores. Maintain files of applications for financial aid with letters of recommendation. Assist in circulation/return of files from Grad School using on-line application system Participate in/monitor policies that impact graduate education at College and University level. Help prepare reports regarding graduate program. Arrange travel for selected prospective student visits including airfare and hotel and local arrangements; schedule visits with faculty and students. Collect and track relevant data on the graduate program and students, including fellowships, funding, and placement for majors and minors. Handle Graduate School Forms necessary for matriculation. Coordinate fall orientation for new students. Manage and coordinate graduate student travel grants and reimbursements. Hire graduate student Teaching Assistants. Prepare and administer subfield exams and enter results.
Event Planning & Coordination (10%)
Coordinate calendar for events and enter department events in University calendar. Provide assistance on logistics such as travel, hotel accommodations for visitors. Coordinate department events including retirement parties, spring awards ceremony, other events, including schedule, place, refreshments, audio/video needs, publicity. Coordinate local arrangements for faculty searches including hotel, schedules, airfares and meals, meetings. Assist with AV for colloquium speakers. Purchase food and beverages for department colloquium, meetings, workshops. Assist with publicizing department colloquium. Take meeting minutes.
High School Diploma/GED and four (4) years of related office and administrative experience. Training/education may be substituted for up to two (2) years of experience. Demonstrated computer experience in word processing, spreadsheets, email and Internet navigation. Must have demonstrated Excel spreadsheet skills. Customer service experience/skills. Previous financial/accounting experience.
Strong oral and written communication skills, ability to work independently as well as part of a team. Demonstrated experience communicating with and providing service to faculty, employee groups, students and visitors from diverse backgrounds. Demonstrated initiative and willingness to go the extra mile to provide outstanding service. Proven ability to coordinate several projects simultaneously, meet deadlines and attention to detail. Effective organizational, time management, and problem solving skills. Experience working in an academic administrative setting. Ability to draft correspondence, memoranda, newsletters, manuals etc.Experience with administrative software: UMReports, PeopleSoft, Gradtracker or similar.Ability to multi-task, handle interruptions, prioritize workload, follow-up and meet deadlines. Written and verbal communications, interpersonal, and customer service skills. Attention to detail, positive attitude, self-directed and very proactive.
** Please note that the University's PeopleSoft and other student data systems require training and demonstrated proficiency before access will be granted to those systems
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.