Assistant Administrative Manager

Description of Position

This position provides executive administrative support to the Facilities Management Health Science District. Responsibilities include but are not limited to performing daily administrative work processes. Works directly with and provides back-up to the District Administrative Manager. Must possess a high level of verbal, written and communication skills, with the ability to proof, create and update documents.

This position is responsible for interacting, working and communicating with all Facilities Management team members, and Health Science Partners. This position helps to ensure the efficient and effective operations of the department including: departmental update communications, card/key access and mobile device updates/changes, and vendor/financial processes.

Responsibilities

Operations, Administrative and Employee support- 70%
* Maintains onboarding documents for new hires, works with HR and Payroll for new hires and transfers.
* Enroll employees in online training to access medical research buildings & areas.
* Departmental Facility Representative - oversees the audit process and makes recommendations for program enhancement and changes. responsible for authorizing unit-level card and key access in compliance with related policies, including processing key and access requests.
* Makes inquiries based on customer needs to appropriate FM and University Services Departments.
* Manages and maintains Google calendars (meetings, safety training, appointments) and plans and organizes meetings.
* Gathers data as requested and compiles information for reporting.
* Office environment management
* Other administrative duties as assigned.
* Departmental Facility Representative - oversees audit process and makes
recommendations for program enhancement and changes
* SOP management - oversees documentation of administrative standard operating
procedures and processes
* Vendor; inventory management - program set-up and policy compliance
* Technology management - oversees departmentally issued devices, makes
recommendations for technology upgrades, including apps & app development,
* provides first line troubleshooting

System Support- 20%
* Maintains electronic database and employee files via (Google, FM Contact, MS Office, Access, TRIRIGA, PeopleSoft).
* Maintains department AT&T website, orders new mobile devices, makes equipment changes, updates contacts, user information, suspends service, loads CSV contact files and issues mobile devices to staff.
* Uses computer software including Microsoft Office suite and management reporting systems (i.e. TRIRIGA, Google, PeopleSoft, BI Reports) to maintain data, generate reports and post department information.
* Participate in administrative planning related to staffing, workload distribution and
employee engagement.
* Develop &; oversee budgets for multiple programs such as employee uniforms,
computer hardware, and telecommunications.
* Solicit, receive, organize and communicate customer feedback from a variety of sources.
* Support the Assistant Director with process management related to workflow,
customer service and financial management.

Financial Support - 10%
* Process cost entries to project work tasks and
* approve invoices.
* Responds to inquiries regarding billing, purchasing, receipts, outstanding invoices, personnel changes, facilities and operations.
* Creates and closes, work orders, purchase orders and purchase requisitions.
* Financial reconciliation

Essential Functions of Position

Administrative Associate responsibilities, customer service, hiring, maintenance of paper and electronic personnel, financial and inventory supply files, data entry, scheduling, mobile device management, card/key access and computer proficiency. Responding to and handling internal and external staff/customers.

Minimum Qualifications

BA/BS or a combination of related education and work experience to equal four years. A high level of computer experience is required.
Previous experience in Facilities/Construction Management environment is strongly preferred.
* Experience in applying knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution
* Advanced skills in the use of MS Office Suite, Google Suite
* Experience working with confidential and sensitive information is required

Preferred Qualifications:

Work Environment

The work is performed in a general office setting.

Pay Range: $18.95 - $28.88, depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 100% appointment.)

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given 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) 624-8647.

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. To learn more about diversity at the U: http://diversity.umn.edu

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.

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.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).