Provide support to assigned faculty and staff for their teaching, research and service needs.
Administrative Support: Create documents as needed by faculty and research staff, including typing, editing, and formatting, creation and editing of presentations and handouts. Support research programs including form and material preparation for proposals, progress reports and program reviews. Provide support for faculty and postdoc searches. Assist faculty members in preparing publicity materials for print or for web posting. Maintain and update websites, including uploading news items to home pages, adding information to the calendar, adding images, provide links to relevant information for assigned faculty, staff and students. Assist faculty and research staff with subject area websites.
Office Support: Assist with general printing and duplication. Prepare orders to U Mart and other vendors (P-Card) for paper and other general office supplies. Arrange printer and/or copier maintenance.
25% Financial Support
Process Employee Travel Reimbursements and P-Card Reconciliation for assigned groups. Initiate financial transactions including vendor payments, purchase orders, contracts for professional services, honoraria payments, and employee expense reimbursements using EFS.
Complete and process travel authorizations, travel reimbursements in accordance with University guidelines. Audit expenses and verify compliance with University Policy.
Reimbursements: Prepare Employee Reimbursement Forms in a format that is matched to receipts and easily verified by the approver. Verify that the justification matches the charged account and correct per-diem and exchange rates are used. Meet accounting and record keeping requirements.
Purchasing Cards: Serve as EFS P-Card reconciler for assigned cardholders. Identify transactions to be reconciled and request necessary paperwork/receipts from cardholders. Verify correct account numbers and proper justification of purchase. Enter data from signed forms into EFS. Meet approval, accounting and recordkeeping requirements.
25% Colloquium and Event Planning
Plan and offer logistical support for internal and external department events including the weekly colloquia and other events. Provide support to external events sponsored by the department and serve as primary contact for organizers. Set up meetings for research groups and committees. Organize national or international conferences, workshops or collaboration meetings.
Speaker Support: Serve as primary contact for speakers. Arrange travel, lodging and reimbursement for out-of-town speakers. Arrange speaker schedule. Make group dinner reservations. Coordinate reimbursement of dinners, communicating and enforcing University and School hospitality policies and spending limits.
Event Support: Arrange space, catering, technical support, lodging and honoraria as needed. Secure necessary permits. Serve as primary contact for vendors. Review contracts for catering, housing, venue, etc. Publicize events on the internet through constructing appropriate web page, social media, emails and in UM Events. Publicize events in print media by constructing poster and projection slides.
Financial Support: Develop budgets and track spending for department events. Facilitate conference registration. Prepare Single Payment Vouchers, Contracts for Professional Services, or do foreign wire transfers to reimburse conference participants and speakers. Establish supplier records for speakers in EFS as needed. Prepare Purchase Orders for hotel rooms and other expenses and match and pay invoices against them. Track payments to make sure they go out in time and late fees aren’t incurred. Provide hosts with access to School’s Campus Club card and information on policies for its use. Pay annual dues and reconcile and pay the Campus Club bill every month.
25% Physics Force Administrative Support
Administrative Support: Respond to inquiries about the Physics Force and provide information about the schedule, format and arrangements for attendance. Process annual facility rental contracts, get necessary permits and make required payments. Coordinate electronic mailings and marketing and promotions with college communications personnel. Make travel arrangements for off-campus shows and reimburse traveling performers. Manage the school bus funding grant process. Assist the Physics Force faculty leader in other administrative duties as required. Participate in Physics Force meetings.
Financial Support: Process reimbursements for Physics Force. Reimburse schools for substitute teachers. Reimburse schools receiving grants for their bus rental. Purchase materials and supplies needed for Physics Force shows. Handle occasional DVD and t-shirt sales. Initiate invoicing for shows held off campus and follow through to ensure payment is made. Provide financial reports as requested to the Physics Force faculty lead.
Other duties of a similar scope as assigned.
High School Diploma/GED and four years of related office and administrative experience. Training/education may be substituted for up to two years of experience.
Experience with MS Word, Excel, Power Point, Google applications and database management.
Ability to work both independently and in a team environment.
May have to work after hours and/or on weekends for events.
Familiarity with U of M financial and other software processes/systems or experience using EFS PeopleSoft i.e. reimbursements, travel, purchasing cards and purchasing
Strong organizational and decision making skills.
Excellent written and oral communication skills.
Ability to interact in a professional manner with all levels of faculty, staff and students.
Experience working with faculty, staff and students from diverse populations and respect for various cultures.
Event planning experience
Experience with website management, including updating website content.
Experience with web-based tools such as Google and Drupal.
Experience setting priorities and multitasking.
Demonstrated ability to exercise independent judgment and take initiative.
Experience functioning as a dependable team member such as timely attendance, project completion and offering assistance to other team members.
Ability to politely accept and manage interruptions.
Strong customer service skills and excellent attention to detail.
Experience managing multiple office responsibilities simultaneously; complete tasks that require attention to detail, prioritize workload, work independently, follow-up and meet deadlines.
Demonstrated flexibility handling changing timelines, multiple deadlines, and new procedures.
Internal Number: 327366
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.