Administrative Associate 1

About the Job

The University of Minnesota's Facilities Management (FM) department is responsible for the physical assets of the University to provide a safe, reliable and welcoming campus for learning and discovery. We ensure a quality environment for students, faculty, staff and visitors in support of the University's mission of teaching, research and outreach. Waste Recovery Services (WRS) is a department within FM and provides collection and disposal services for the Twin Cities Campus. Our mission is to recover material resources from the solid waste stream and prevent the disposal of hazardous materials.

This position is responsible for implementing and managing assigned administrative programs for Facilities Management Waste Recovery Services and works closely with and reports to the Waste Recovery Services Manager. The person in this position helps to ensure the efficient and effective operation of the department.

Responsibilities

This position oversees and administers departmental programs in addition to programs within the overall Central Services department. All programs require the ability to coordinate, process, liaise, document, analyze data, make recommendations for program enhancements, and ensure departmental compliance. Departmental representative of University and departmental policies and best practices.

Operations Program Coordination & Delivery (70%)

● 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.

● Work management software system representative

● SOP management - oversees documentation of administrative standard operating procedures and processes

● Vendor & inventory management - program set-up and policy compliance

● Device & technology management - oversees departmentally issued devices, makes recommendations for technology upgrades, including apps & app development, provides first line troubleshooting

Financial Support (20%)

● Purchasing - lead for purchasing non-capital supplies, ensures department-wide University Purchasing Policy compliance

● Financial Reconciling - analyzes purchasing data to ensure policy compliance by staff and recommends plans to supervisors to remain within policy and best practice

Administrative Support (10%)

● Onboarding and termination

● Serve as the WRS Designated Responsible Authority (DRA) for our fleet and drivers licensing.

● Departmental support

● Office environment management

● Other programs and projects as assigned

Work Environment

Work is performed in an office setting, with the option to work remote one to two days per week as work permits.

Qualifications

Minimum Qualifications

● BA/BS or a combination of related education and work experience to equal four years; 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

● Working knowledge of asset management

● Familiarity with construction processes, assets, and service delivery

● Experience with an EAM system

● Experience with GIS

● Experience with Smartsheet and project management software

● Experience with Excel - formulas, data parsing, pivot tables

● Knowledge of state reporting guidelines for hazardous materials

Knowledge, Skills & Abilities

● Knowledge and skill in materials procurement

● Accuracy, attention to detail

● Critical thinking skills in managing and analyzing data

● Handling time-sensitive information

● Excellent verbal and written skills; proven customer service orientation with the ability to communicate with a diverse population (engineers, trades, academics, etc.), and succinct authorship in communications and procedural documentation

● Organization and time management skills with ability to prioritize tasks to meet deadlines

● Experience overseeing complex administrative programs and projects from beginning to completion

● Ability to maintain confidentiality, follow data security and privacy policies

● Ability to develop, maintain, and oversee electronic filing systems

● Ability to create/apply tools to increase efficiency and/or enhance operations

● Ability to work both independently making complex decisions and as a team player

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).