***This is an AFSCME Clerical position. Applications from current AFSCME clerical employees must be submitted by June 22, 2021 in order to be eligible for priority consideration.
Job opening date: June 8, 2021. Position will remain open until filled.
The Executive Office and Administrative Specialist assists with the day-to-day operations of the Department of Psychology and serves as the Graduate Program Coordinator. The position supports the work of the Department Head, Director of Graduate Studies, and faculty. The position is directly supervised by the Office Supervisor. As of Fall 2020, the department has 26 faculty and 2 staff members, along with 615 undergraduate majors, 259 undergraduate minors, and 32 graduate students.
This is a 100 percent, 10-month continuous appointment. Start date is August 16, 2021. The 10-month appointment dates for the 2021-22 academic year are August 16, 2021-June 12, 2022. Depending on availability, the new hire may begin prior to August 16 for training.
(30%) • Respond to and initiate inquiries (questions regarding purchasing, personnel, facilities and operations) • Explain complex policies and procedures and independently resolve problems/questions • Provide support for personnel searches and other complex events (grad school applications, grant proposals and contracts, teaching evaluation processes) • Correspond with prospective students about academic programs and admission requirements • Advise applicants to graduate program on completing application materials; Provide information on application status (20%) • Plan, schedule and prioritize meetings • Maintain, prioritize and make decisions on a daily basis regarding calendars • Assist with events and related logistics such as planning, supply ordering, travel arrangements, room reservations and food arrangements • Compose and/or prepare correspondence, memoranda, affiliation agreements with external agencies (e.g., for internships), promotional/recruitment materials, forms, newsletters, manuals, letters to applicants, etc. (25%) • Assist with grant proposals and serve as a resource for information related to the management of grants and contracts • Develop computer-assisted processes, guidelines, procedures and tools • Gather, compile, enter and process data; Maintain and evaluate databases for accuracy and completeness • Process paper-based multiple choice Scantron exams • Generate data reports based on program needs (e.g., awards/fellowships, student progress reviews, graduating with honors, GPA, time limits, degree plans) (15%) • Attend department, graduate and staff meetings; Take meeting minutes • Design, maintain and update department websites and social media • Evaluate and modify file systems (manual/computerized) • Process departmental mass mailings • Resolve minor problems with office equipment and arrange for repairs • Sort, screen and distribute departmental mail; Process departmental mailings • Maintain departmental bulletin boards and display cases • Manage office supplies (10%) • Supervise student employees • May provide informal orientation and training of other employees • Other duties as assigned
Required qualifications • High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience. • Computer experience
Preferred qualifications • Excellent written and verbal communication skills, including the ability to communicate effectively with diverse constituencies • Demonstrated ability to take initiative and work independently • Demonstrated ability to work effectively and collaboratively within groups • Demonstrated ability to prioritize tasks and meet deadlines • Experience working with G Suite (e.g., Gmail, Google Calendar, Drive) • Experience working with Microsoft Excel and Word
Internal Number: 341207
About University of Minnesota, Duluth
The University of Minnesota Duluth integrates liberal education, research, creative activity, and public engagement and prepares students to thrive as lifelong learners and globally engaged citizens.