<p><u><strong>Position Overview</strong></u></p><p>The Special Programs Support Associate (Administrative Associate 1) provides administrative support for select events, including planning and logistics for workshops, symposia, receptions and other events; and assists with communications, planning, and other support for special projects as designated by the Associate University Librarian for Research & Learning (AULRL), in consultation with the other AULs. Specific direction will be provided by programmatic leads. Work will be predominantly on emerging and strategic areas of work, including support for digital scholarship and data curation programs, teaching and learning innovation, and engagement and outreach activities related to space planning, and strategic programs planning. This work will involve working with staff in all divisions of the Libraries. The Associate works under the general direction of the AULRL and in close collaboration with the Administrative Associate to the AULs, other administrative staff, communications specialists, and with department directors, program directors, liaison and specialist librarians, and curators. This is a one year position. <br /><br /><strong><u>Responsibilities</u></strong></p><p><strong>Special programs support: 50% time</strong></p><ul><li>Manages development of Digital Arts, Sciences, & Humanities (DASH) newsletter and other communications vehicles for DASH, eLearning, data curation, Grand Challenges, and other special programs: drafts, collects, and edits news items, manages mailing lists, and formats and distributes communications using various tools.</li><li>Manages twitter, facebook and other social media accounts for DASH and other special programs. Regularly updates web sites to reflect most current information about events, programs and services.</li><li>Assists with routine service and support inquiries for select special programs, ensuring requests are routed to the appropriate specialists.</li><li>Assists in planning and facilitating select meetings for designated special programs such as advisory boards, partner planning meetings, and community meetings: prepares agenda; identifies and prepares relevant background materials; captures notes, decisions and action items.</li><li>Creates and assembles reports and other documentation.</li><li>Provides administrative support for drafting proposals, committee charges and project charters.</li><li>Gathers financial reports and other materials to assist in tracking and planning budgets and expenditures.</li></ul><p><br /><strong>Event planning and support: 25% time</strong></p><ul><li>Plans and coordinates execution of select internal (to the University) events such as research data bootcamps, faculty research sprints, DASH meetups and workshops.</li><li>Assists in preparation of descriptions, proposals and budgets for workshops, symposia, lectures, meetups, exhibit openings, and other events.</li><li>Coordinates with other Libraries staff to plan events and book spaces, liaise with venue staff, catering, audiovisual and technology specialists.</li><li>Manages correspondence with partners, speakers, attendees, and other event participants.</li><li>Orders or coordinates ordering of supplies, refreshments, and other necessary event materials.</li><li>Prepares and edits presentation materials.</li><li>Participates in Libraries event planning meetings as needed.</li><li>Manages and tracks event budgets and expenditures.</li></ul><p><br /><strong>Project and program planning support: 25% time</strong></p><ul><li>Provides general administrative and logistical support for other designated projects and programs.</li><li>Supports special planning activities, such as organizing focus groups and hosted special meetings.</li><li>Assists with project tracking and support. Ensures appropriate project documentation has been gathered and maintained.</li></ul>
<p><strong>Required:</strong></p><ul><li>BA/BS or a combination of related education and work experience to equal four years.</li><li>Of the four years required work experience, two years of previous experience providing administrative support including planning and logistics for workshops, receptions, or other events.</li><li>Demonstrated ability to balance competing demands, work independently, re-prioritize, and demonstrate flexibility in anticipating and responding to the various needs of administrative decision-makers.</li><li>Demonstrated time management and project coordination skills.</li><li>Excellent interpersonal skills, including evidence of ability to work with a wide variety of individuals.</li><li>Strong written and verbal communication skills.</li><li>Advanced facility with office and communication technologies (spreadsheet, presentation and word processing software) including Google applications.</li></ul><p><br /><strong>Preferred:</strong></p><ul><li>Experience in higher education or library environment.</li><li>Experience working with web technologies, graphic design, social media, communications technologies (WordPress, Mail Chimp, Adobe Creative Suite, etc.).</li></ul>
Internal Number: 321994
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.