Administrative Assistant - Finance

About the Job

The Administrative Assistant will work closely with the Director of Operations and Finance to support the management of three key client assistance funds: Technology Assistance, Transportation Assistance, and Rental Assistance. This role involves processing payment requests, reconciling expenses, and assisting in the creation of policies and procedures to ensure smooth fund operations. This role will also help maintain accurate records and contribute to the overall efficiency of the funds.

This position is ideal for someone who enjoys working behind the scenes to support critical functions of the agency.

Fund Management (60%)

• Assist with managing and tracking the Technology, Transportation, and Rental Assistance Funds

• Process payment requests, ensuring all necessary documentation is accurate and complete

• Maintain detailed records of fund transactions to ensure compliance with internal policies and external requirements

• Handle purchasing activities related to the funds by placing orders, tracking deliveries, creating vendors in EFS, and completing check request forms

• Reconcile expenses in EFS, ensuring all expenditures are properly documented and reported

• Collaborate with the finance team to process invoices, expense reports, and reimbursements promptly

Policy and procedure implementation (20%)

• Work with the Director of Operations and Finance to develop and refine policies and procedures for managing and disbursing funds

• Ensure that all fund management activities align with best practices and organizational goals

Administrative support (20%)

• Provide general administrative support, including scheduling meetings, managing calendars, and organizing documents

• Prepare reports, presentations, and other documentation to support fund management and organizational operations

• Assist in the preparation and submission of financial reports related to the funds

• Keep databases related to the funds up to date, ensuring accuracy and completeness.

• Generate regular reports on fund usage, payment status, and other relevant metrics for review.

• Staff YAP's front desk during key business hours, as needed

Proposed salary: $57,000

Qualifications

All required qualifications must be documented on application materials

Required Qualifications:

• BA/BS degree in communication, public health, finance, or related field or a combination of related education and work experience to equal four years

• Ability to execute recurring tasks with an emphasis on precision and timeliness

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)

• Ability to work collaboratively with diverse groups and individuals

Preferred Qualifications:

• Knowledge of University financial systems and grant funding

Benefits

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also 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

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

How To Apply

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.

Diversity

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

Employment Requirements

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.

About the U of M

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).

The University of Minnesota Medical School

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.

The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students' education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations.

Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.