Apply for Job Job ID362164 LocationAll Other -See Job Description Job FamilyLR-Clerical Full/Part TimeFull-Time Regular/TemporaryRegular Job Code1885 Employee ClassAFSCME Unit 6 - Clerical Add to Favorite Jobs Email this Job About the Job Working Title: Extension Regional Office Administrative Assistant Appointment: Executive Office and Administrative Specialist (1885), AFSCME represented Office Location: Option of Brainerd, Cloquet, or Crookston Regional Office Office Hours:8:00am to 4:30pm (M-F) (subject to change, along with hybrid option) Starting wage: $22.71 per hour; commensurate with training and experience. U of M Benefits: Full University of Minnesota Benefits Reports To:Regional Director Apply By:July 19, 2024 ABOUT THIS POSITION This is a vital administrative support position that is key to the daily program and administrative office operations of the Extension Regional Office, which supports regional and statewide program delivery. They interact frequently and collaboratively with other Extension regional and county office staff across the region and state. Job Duties and Responsibilities: 4-H Program Support 50% Manage 4-H program data through regional 4-H Online support Review and approve youth enrollments Create and maintain program agreement club and youth enrollment data in 4-H Online Troubleshoot and resolve enrollment data issues Assist local staff with 4-H Online (e.g., creating clubs or groups, moving families between counties) Provide data and send broadcast emails for multi-county or regional programs Manage data and documents according to the UMN retention schedule Support event registration and logistics for multi-county, regional, and state events, including but not limited to State Fair, State Horse Show, State Dog Show, State Shoot, regional camps, project bowls, and BLU leadership events Ensure accurate and timely periodic reporting of 4-H participation and learning opportunities Support regional Extension educators and local staff in the chartering process Support statewide 4-H programs and work teams as assigned Human Resources Search Support 40% In collaboration with the Extension HR team Work with the Search Committee Chair/Hiring Authority to manage applications, communicate with candidates, coordinate interviews, and support interview day Work with Extension Communications/function team to finalize and post advertisements Follow up with candidates to ensure all relevant information is met and are in application materials Liaison for hiring paperwork and process Work with candidates and search committee members on logistics, travel reimbursements, and also things like catering for search committee members during interviews Track Short-Term Hires and Summer Interns through application and acceptance, including managing paperwork submission Gather information and create HAT (Hiring Authorization Tracking) General Office Support 10% Greet walk-in traffic, answer phone calls, and respond to inquiries and online communication Maintain equipment, including loaner inventory, workroom, office supply inventory, and make necessary purchases. Handle the office mail system, including maintaining the postage meter. Work with vendors, including obtaining estimates for office supplies, equipment, and services. Schedule/maintain the schedule for office meeting rooms and public access to technology.Maintain and report problems with Regional Office conference room technologies. Maintain documents with office operations and policies, including the staff directory, office space map, evacuation procedures, etc. Maintain the filing system for historical records and disposal, civil rights, etc. Orient new and existing employees on office hardware and practices (i.e., mail, keys) Serve as the county connection to support phone book listings, signage, University branding, etc. As requested, assist with projects and events; this may include making copies, arranging for food, securing a venue, or other logistics tasks Use a purchasing card to make purchases (e.g., conference registrations, supplies, meeting catering, and room reservations) and reconcile the P-card Prepare deposits for Extension programming, refunds, and other income received Check out the credit card machine and compile the related paperwork to forward to the regional merchant manager Collect employment paperwork for local and regional employees Assist with office organizing and other administrative tasks, and provide backup support when needed Qualifications Required Qualifications: Four years of experience in an office setting and/or a combination of experience and post-high school education and/or training to include: Advanced experience with Microsoft (Word, Excel, etc.) and Google Suite applications (Google Docs and Sheets, Google Drive, etc.) and internet browsers and searches Experience formatting, drafting, or writing routine to complex correspondence, reports, and meeting materials Ability to work in and with diverse groups and underrepresented populations and communities Excellent written and oral communication skills Skilled at working with details, managing workflow, and meeting deadlines Customer service experience Working ability to perform tasks involving prolonged computer work; and bending or twisting, with occasional exertion of up to thirty pounds of force Additional Requirement: Must have reliable internet if/when working outside of assigned office location. Must be able to work regularly at a dedicated/assigned Extension Office. Must be able to drive to conduct day-to-day business, including bank deposits, the post office, picking up food for meetings, etc.; may also travel to provide on-site support for events. Must have valid driver license with applicable insurance. Typical work hours will fall between 7:30 am and 5 pm, with occasional requirements for evenings, weekends, and overtime Preferred Qualifications: Experience setting up in-person and virtual meetings and coordinating small events Expert-level customer service skills, including both in person, on the phone, electronically, and virtual Excellent organization and filing system skills Experience supporting more than one professional at a time and prioritizing work Excellent interpersonal and problem-solving skills Experience handling credit cards and deposits Experience handling sensitive and confidential information Knowledge and understanding of Human Resource policies and procedures Experience troubleshooting and solving technical software/online application problems Experience with datasets, listservs and mail merges About the Department 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... For full info follow application link. 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.