Administrative Assistant, Extension Dean's Office

Working Title: Administrative Assistant

Appointment: Full-time, Executive Ofc and Admin Spec (Job Code 1885), AFSCME clerical

Pay Range: $23.50 - $31/hour; depending on education, qualifications, experience

Hours: Monday - Friday; schedule to be determined within 7:30am- 5:30pm window

Office Location: In-office requirements, Coffey Hall, St Paul campus (some options for flexible work at a later date may be possible)

Apply By: November 26, 2025

About the Position:

This position works in the Extension Dean's office as an administrative support staff providing general administrative and financial transaction support to various leadership positions in the Dean's office. This position reports to the Administrative Associate and Supervisor. This is an in-person position and must be able to regularly work in the office at Coffey Hall on the St. Paul Campus.

Essential Duties and Responsibilities

Office support (50%)

• Greet people and help direct them accordingly. Answer multi-line phone; retrieve and distribute mail; track and restock supplies.
• Maintain and report problems with conference room technologies. Basic support or troubleshooting for copier and printers. Set up and clean-up of meetings
• Assist with search processes and scheduling onboarding meetings.
• Assist with the creation, preparation, and finalize digital/printed materials. Proofread documents and provide feedback.
• Document procedures and practices.
• Provide project support to include agendas, data collection, entry, and reporting. Provide program, project, and administrative support to include assisting with coordinating meetings and program preparations.
• Assist with events. This may include making copies; preparing folders, nametags and gift bags; arranging for food; securing a venue; assist with registration, or other logistics tasks. Assist with the coordination of event logistics such as signage, transportation, volunteers, and pre-conference logistics
• Respond to inquiries and refer complex issues to appropriate leader.
• Manage mailing lists, databases of participants and stakeholders, and other electronic and printed records of activities.
• Other duties as assigned and provide backup support when needed

Finance Support (50%)

In collaboration with the Extension Finance and Planning team:

• Attend finance training and function team meetings
• Identify problems and offer solutions to help resolve financial practices impeding effective and efficient operations
• Reinforce messages regarding University and Extension financial policies and procedures

Applying University policy and procedures knowledge, complete financial tasks for sponsored and non-sponsored funds using Enterprise Financial System (EFS), Chrome River, and other University/Extension financial processes:

• Reconcile, validate, and verify financial transactions on sponsored and non-sponsored accounts
• Assist employees with the submission of their expense reimbursements
• Process non-employee expense reimbursements
• Use a purchasing card to make purchases (e.g., conference registrations, supplies, meeting catering and room reservations)
• Reconcile your p-card and the p-cards of other staff within your unit/department who do not have EFS access
• Set up suppliers
• Create and process requisitions for purchasing and receiving purchases
• Prepare forms for contracting for professional services and enter requisitions
• Initiate paperwork for payments (e.g., invoice, stipend, honorarium, single payment, scholarship payments, special check request) and/or process as the voucher specialist.
• Initiate paperwork for revenue/expense transfers to correct charges
• Prepare, process, and track agreements (e.g., facility use and lease, external sales, purchasing, collaboration, and forms)
• Initiate requests for certificates of insurance
• Prepare deposits for Extension programming, refunds, and other income received
• Serve as the payment card manager for Extension online registrations

Required Qualifications:

• High School Diploma/GED and four (4) years of related office/administration work experience.
• Proficient with Google Workspace, Microsoft Office Suite and other web-based applications (e.g., Zoom; Qualtrics, Smartsheet).
• Able to work regularly at a dedicated/assigned Extension office in Coffey Hall.
• Excellent verbal and written communication skills.
• Demonstrated interpersonal and customer service experience in a multi-tasking environment.
• Experience handling multiple projects simultaneously
• Experience handling financial transactions.
• Experience working with diverse communities and employees
• Excellent problem-solving skills.
• Ability to Stand, sit, bend, and move objects (e.g. setting up tables and chairs in meeting rooms), and lifting (up to 50 lbs.)
• Ability to work on computer for prolonged periods of time
• Must have reliable internet if/when working outside of assigned office location.
• Ability to travel with overnight stay 1-2 times a year. Reimbursement for travel and subsistence is available in accordance with University policy.

Preferred Qualifications:

• Understanding of financial systems in large organizations (Universities, government agencies and other non-profit organizations)
• Experience preparing financial reports, gathering information, and managing data
• Experience using and helping others with expense reimbursement software (e.g., Emburse, formerly Chrome River)
• Experience with contracts for professional services, facility use, and external sales
• Experience working in an accounting system (e.g., Enterprise Financial System, EFS)

About Extension

University of Minnesota Extension is a major outreach arm of the University of Minnesota with a mission to serve the public through applied research and education. Our mission is to make a difference by connecting community needs and University resources to address critical issues in Minnesota. Extension strives to attract and retain high-quality, passionate employees, and weave diversity, equity and inclusion into all aspects of Extension's programming and employee engagement. Find further information on the Extension website.

Pay Range: $23.50 - $31.00 an hour; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: 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 on the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position. Please attach the following required application materials:

• Cover letter
• Resume - Your resume must include all your education and experience as it relates to the required qualifications. The initial HR screening process focuses primarily on the resume.

Names and contact information for three professional references will be required during the interview process.

Additional documents may be attached after the application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. See full application instructions.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (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.