Administrative Coordinator

About Us: This position supports a wide range of office functions, including management of the Vice Provost's calendar, scheduling support for Office of Public Engagement (OPE) staff, events coordination, project management, records support, and general office management. This position is primarily associated with OPE but may occasionally be asked to support events in the other OVPPE reporting units. The Administrative Coordinator is expected to have significant experience with University of Minnesota systems and policies and to be able to independently determine the answers to questions and solve issues associated with administration and operations.The position is full-time with a hybrid work environment, requiring minimum 2 days of on-campus work per week as assigned by the Vice Provost.Responsibilities: Events and Project Management (60%)Coordinate OPE-sponsored systemwide councils (e.g., the Public Engagement Council, the Public Engagement Network), including messaging new members, arranging meetings, taking minutes, and post-meeting follow-up.Coordinate OPE in-person and virtual events and conferences, including the annual Public Engagement Conference, the Public Engagement Awards, the biannual OVPPE retreat, and national conference coordination.Create administrative processes for and manage OPE's professional development initiative as directed by the Associate Vice Provost for Public Engagement, including the Community Engagement Summer Institute, professional development events, and online module series. This includes working with the Office of the Vice Provost for Distributed Learning on the D2L system or Google Forms/Qualtrics, making event registrations via Eventbrite or Zoom, scheduling speakers, and sending communications to participants including post-event surveys and program materials.Assist the UMI Voting Coordinator to complete the legislative requirements on activities, data, and reporting for UMI student voting initiatives.Work with the Data Project Manager to design administrative processes and implement the University's data engagement platform, GivePulse.Develop, negotiate, and manage OPE event budgets, vendor contracts, and event execution.Assist with event execution as needed for other OPE reporting units.Executive Support (20%)Serve as a key point of contact for internal and external stakeholders, including faculty, students, staff, and external organizations.Complete special projects as assigned in service of strategic initiatives; may include spreadsheet development and data entry, research, and analysis and making recommendations on outcomes.Manage the Vice Provost's calendar and requests for meetings.Manage the Vice Provost's travel reimbursements.Office Operations Management (15%)Planning, budgeting, implementing, and managing operations of the department in conjunction with the Shared Services Team, Facilities Management, and IT to develop and oversee budget, hiring plans, records, financial transactions, purchasing, and procurement.Ensure compliance with University policies on finance, travel, purchasing, and hiring.Coordinate staff meetings.Supervise student employees as neededStaff Support (5%)Manage scheduling of multi-person meetings for 3-4 OPE staff members.What you'll need:BA/BS degree plus 2 years of relevant full-time work experience, or a combination of education and relevant full-time work experience totaling at least 6 years.Strong organizational, interpersonal, and communication skills with a collaborative and proactive mindset.Ability to work both independently and collaboratively.Ability to learn and apply new University systems, procedures, and administrative offices and operations.Significant experience with event planning.Experience managing complex office functions.Proven ability to multitask.Strong prioritizing skills and excellent attention to detail.Preferred Qualifications: Experience working with diverse populations.Proficiency with Google G Suite.Proficiency with Microsoft Word and Excel.Proficiency with Qualtrics.For the full job description, click "Apply" to visit the UMN career site: https://hr.myu.umn.edu/jobs/ext/374014What we provide (Civil Service/Labor Rep):MN State Retirement System (MSRS) pension plan - tax-deferred.Thirteen paid vacation days per year (starting accrual rate), in addition to 13 paid sick days and 11 paid holidays.Tuition reimbursement opportunities cover 75% - 100% of eligible tuition.Excellent and affordable health care benefits.Wellbeing Program (reduction in annual premiums).Yearly merit increase program.Many professional development opportunities.Click here for more information: https://hr.umn.edu/Jobs/Applicant-Center/About-Working-U/Benefits-Working-U-M