***THIS IS AN AFSCME CLERICAL BARGAINING UNIT POSITION***
APPLICATIONS FROM CURRENT AFSCME EMPLOYEES MUST BE SUBMITTED BY 7 CALENDAR DAYS FOR BARGAINING UNIT CONSIDERATION.
POSITION SUMMARY: The Executive Administrative Specialist serves as the primary point of contact for internal and external constituencies, serves as the liaison to the Minnesota Sea Grant advisory committee, senior leadership team and provides program support for all Sea Grant staff as well as organizes and oversees special projects. The ideal candidate must be creative and enjoy working within a small, entrepreneurial environment that is mission- and results-driven and community oriented. They will have the ability to exercise good judgment and have strong written and verbal communication, administrative, and organizational skills. They will have the ability to identify and maintain a realistic balance among multiple priorities. They will have the ability to work under short deadlines, and handle a wide variety of activities and confidential matters with discretion.They will coordinate and manage all activities in the Minnesota Sea Grant reception/front office. Salary range $32,656 - $54,932 depending on qualifications.
Assistant to the Director (25%)
?Assists with planning and scheduling an extremely active calendar of meetings, appointments, conferences, phone calls, and projects.
?Plans, coordinates, and ensures the Director’s schedule is followed and respected.
?Arranges complex and detailed travel plans, itineraries, and agendas; and compiles documents for travel-related meetings.
?Composes, prepares, and proofs correspondence that is sometimes confidential.
?Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
?Receives and directs visitors.
?Prepares and proofs correspondence from Sea Grant Director as needed.
?Provides support to Sea Grant Director in word processing (e.g., Word), spreadsheets (e.g., Excel), presentations (e.g., PowerPoint), databases (e.g., FileMaker Pro), and Adobe Acrobat.
?Maintains sensitivity to confidential matters.
PeopleSoft Enterprise Financial System (EFS) Access System Duties (25%)
?Enters data and documents including, but not limited to, travel, purchase orders, checks, requisitions, Pcard reconciliation, Umarket, special requests, contracts for professional services, departmental depositions, and vendor account setup.
?Prepares budgetary documents/spreadsheets associated with conferences/workshops and grants.
?Ensures that all financial recordkeeping is coordinated with the Sea Grant fiscal officer.
?Successfully completes PeopleSoft EFS classes and ensures skills are up to date.
General Sea Grant Support Duties (20%)
?Correspondence and writing
?Organizes and maintains Sea Grant documents, include staff meeting agendas, meeting notes, etc.
?Has limited signing authority for purchasing, room reservations, etc..
?Coordinates and manages all logistics for Sea Grant conferences, program assessment team visits, advisory committee meetings, and any other meetings/workshops, etc., to include reserving and setting up rooms for meetings and other events, purchasing refreshments, supplies and other items as needed.
?Assists the conference/workshop/event committee(s) with planning and preparation of timelines, agendas, presentation submissions, registrations, website development, etc.
?Secures, rents, and/or purchases communication equipment/systems for conferences, workshops, and meetings as needed.
?Financial duties in coordination with Sea Grant fiscal officer
?Receives, enters into the university accounting system, and deposits with UMD business office any money for publication sales, conference registration, etc., as needed.
?Maintains budgetary files for conference/workshop/event expenses.
?Prepares budgetary documents/spreadsheets associated with conferences/workshops and events.
?Represents Sea Grant on the Chester Park Building committee
?Prepares and shares with staff the Sea Grant portion of the building emergency evacuation plan.
?Policies and procedures
?Stays current on University of Minnesota policies and procedures related to position (e.g., accounting procedures, travel, purchasing).
?Provides expertise on UMN and National Sea Grant procedures, office practices and policies.
?Trains new staff on office procedures, equipment and departmental policies and functions.
?Arranges travel for Sea Grant director; assists with staff travel when necessary.
?Processes travel expense reports for all staff.
Supervision of Front Office Duties (15%)
?Coordinates and manages scheduling, training, direction of all front office/publications student workers in the Sea Grant front office.
?Holds monthly meetings with administrative staff to assess office function, needs, etc.
?Assists customers, clients, and collaborators in person, by email, phone, photocopy, fax, and scan.
?Monitors workload to ensure adequate student support staff are available in the front office during normal office hours.
?Masters and maintains proficiency using the Sea Grant multifunction copier/scanner.
Publications Duties (5%)
?Supervises front office/publications student workers and oversee their publications duties, filling in as needed.
?Processes publications invoices when needed.
?Works with Publications Assistant(s) by setting up vendors and dispatching purchase orders
Information Technology and Business Manager Support Duties (5%)
?Serves as Sea Grant’s backup merchant account manager.
?Assists with setting up Skype or Google+ Hangouts (or similar systems) for video conferencing when the IT and Business Manager is not available.
?Processes credit card payments and refunds as needed when the IT and Business Manager is not available.
Core Sea Grant Duties (5%)
?Participates in staff meetings.
?Updates computer security and virus protection software, and make sure that computer files and records are backed up on a timely basis.
?Participates in regular performance reviews.
?Contributes to and supports the overall Sea Grant mission.
CODE OF CONDUCT:
?Contributes to a respectful workplace and contribute as a Sea Grant team member
?Follows the University code of conduct regarding authorship, research, financial transactions, expense reimbursement, vacation and sick leave reporting, use of supplies and office equipment, supervisory duties, use of controlled substances, outside consulting, and use of name
?Ensures diverse and inclusive programming and employment with attention to affirmative action