*** This position is represented by a bargaining unit, AFSCME Clerical. Dues or fair share deductions will be made.***
This is a full time continuing clerical position. The person in this position will serve as the evening and weekend UROC front desk specialist and also provide part-time clerical support to the UROC Executive Director and Director's team. The Specialist may also provide limited assistance to others in the facility.
Receptionist (30%): Greet visitors and callers and provide information about UROC activities and events; help visitors find other University resources as appropriate; schedule building maintenance and repairs, order office supplies, keep the facility organized; provide referral services for programs in the building; monitor security cameras.
Calendar/Scheduling (20%): Make appointments and provide calendar assistance for the UROC Director's team; schedule and coordinate logistics for meetings, workshops, seminars, and other events held at UROC including those of the Community Affairs Committee (CAC); manage arrangements for UROC meeting presenters, including lodging; maintain a central electronic calendar of all UROC-related meetings and requests for use of public space and reception area.
Document processing (30%): Organize and help assess room requests and users’ needs; confirm dates and determine cost; complete and maintain Facility Use Agreement forms and Certification of Liability forms, and amendments to Exhibit A forms; send room rental invoices to internal and external users of space, and UROC Finance manager; act as a point of first contact on billing questions from central finance on room rentals; maintain statistics on room usage.
Files (5%): Maintain print and electronic filing system; maintain database of reports, materials, and benchmarks; and evaluate/ modify file system as needed. Specific examples include: visitor logs, sign-in sheets, staff photo directory, copier invoices.
Clerical Support (10%): Assist in the planning and execution of workshops, focus groups, and community events; maintain databases and listserves; prepare agendas and take meeting minutes; compose correspondence and materials; coordinate mailings and other print and electronic communications; process invoices and other financial transactions for the assistant director.
Supervise student interns, temporary support staff, and volunteers (5%): Organize assignments and schedules; manage biweekly timesheets; and oversee quality of work.
Other duties related to the UROC operation as requested.
High School Diploma/GED and a minimum of two (2) years of related office and administrative experience are required. Training and/or education beyond high school may be substituted for one year of experience
Experience drafting correspondence and preparing concise and accurate meeting minutes
Experience with Microsoft Office Suite
Experience managing schedules and using electronic calendars
Experience in customer service
Must be available to work Monday to Thursday and Saturday
Experience working with community organizations and/or in a higher education setting
Experience working successfully in a complex office environment with multiple projects and deadlines
Experience, either work or volunteer, in a complex, public center or organization with client or customer services
Experience in updating web content, preferably with Drupal
Ability to generate spreadsheets/databases to enter and access information and use word processing programs to generate letters, memos, and other standard office documents
Experience billing customers and tracking payments
Excellent organizational skills, accuracy, and attention to detail
Excellent oral and written communication skills
Fluency in a second language
Ability to work both independently and as part of a team, to multi-task, to function effectively in a changing work environment, and to take direction from several senior team members
Experience providing staff support to committees and leaders
WORK DAYS: Monday-Thursday and Saturday, 40 hours/week
WORK HOURS: 12:30pm to 9:00pm Monday to Thursday; 7:30am to 4:00pm on Saturday
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.