Administrative Associate 1

This position provides support for the departmental operations at the Northwest Research and Outreach Center located in Crookston. The position serves as an administrative assistant to the Director of Operations. The position consults with the Director regarding decisions, strategic operation, and identifying solutions for operational problems; escalate complaints and grievances as needed. The main areas of responsibility are operations/ administrative support, space and facilities planning, office functionality, TDX navigator, and employee management. The position independently manages the work environment within the office while taking the initiative in developing and implementing more efficient and effective departmental procedures through continuous improvement and cost-effectiveness.

The position also works closely with NWROC faculty, graduate students, support staff, other administrators, finance team members, outside agencies, and external stakeholders while fostering a welcoming and inclusive environment that encourages engagement of people from all backgrounds.

Advise on University policy and State and Federal laws in collaboration with CFANS HR to interpret and communicate University, College, and Departmental policies, navigate policies appropriately to problem-solve, provide guidance, and facilitate personnel actions within the Center

Major Areas of Accountability (with percentages)

Administrative and Operational Support 45%

• Provide administrative support for the director of operations, staff, faculty, and Extension personnel at the Northwest Research and Outreach Center.
• Represent NWROC and serve as liaison between the Director of Operations and the public, commodity, industry, and private groups.In the absence of the director, respond to immediate needs, act where appropriate and escalate issues as necessary.
• Facilitate meetings and events such as bi-annual advisory meetings, staff, and faculty meetings, Crops and Soils Day, and other NWROC events or special events with commodity groups and such. Prepare agendas, initiate logistical arrangements, and take notes as needed. Manage mailing lists, databases of participants and stakeholders, and other electronic records of activities related to events.
• Analyze the best cost alternatives and fulfill purchases of supplies and services for NWROC. Order supplies as needed through UMarket or other sources.
• Receive and route shipments and invoices to the proper channels to ensure timely procurement and payment
• Assist NWROC and CFANS leadership with special projects at the discretion of the director.
• Responsible for implementing and managing the general operations and management of the office. Recommend process improvements to the Director of Operations.
• Assist with implementation of equity and diversity (EI) training for NWROC personnel.
• Supervise, coordinate, and communicate with cleaning services and/or contracted sources if needed.
• Manage space use along with initiating facility use agreements with outside agencies for use in Youngquist Auditorium and the Seminar Room as well as other space use agreements.
• Manage and maintain NWROC website and social media.

Staff Management and Support 35%

• Develops and implements a balanced and efficient work environment and processes. Develop onboarding processes and resources. Manage pre-hiring activities, on-boarding, and off-boarding of employees.
• Serves as theTDX Navigator/PASER and is responsible for assisting and training employees with TDX forms in areas of Human Resources and Finance. Is also a point of contact for employees seeking contact information for processes overseen by CFANS Human Resources and Finance. Initiate First Report of Injury online form.
• Manage paperwork for MAST students, visiting scholars, and VISA for all incoming international students and staff as needed or other work eligibility requirements. Initiate H1-B VISAs. Ensure compliance with university policies and State and Federal laws. Submit the required forms to the appropriate ISSS contact, as well as I9OHR@umn.edu and finpayroll@umn.edu.
• Performs due diligence in the hiring processes set in place prior to initiating TDX forms for hiring full-time continuous appointments, salary changes, terminations, and retirements for all employee groups.
• Assist as needed in faculty and staff search committees. Faculty positions require interviews at the St. Paul Campus as well as NWROC. Coordination of flight schedules, transportation to/from, scheduling meetings, and meeting space coordination are required at both locations.
• Assist NWROC finance to maintain the required separation of duties. Work with finance on budgetary items, salaries, and anticipated increases for the new fiscal year. Review payroll, budgets, distributions, and departmental records to ensure data accuracy. Initiate TDX forms if there are inaccuracies.
• Consult with CFANS HR regarding University and College employment policies and laws. Navigate policies appropriately to problem-solve and facilitate personnel actions within the department.

Safety Coordinator: (10%)

• Function as a liaison between NWROC and CFANS-St. Paul, DEHS, UOHS, and RIOP.
• Lead the local safety committee and assign duties to committee, send reminders to staff regarding hazardous waste pickup, maintain OSHA and MERTKA records and all safety training materials
• Disseminate information from outside safety professionals, and organize safety training for faculty and staff in conjunction with UMC's Environmental Health and Safety Coordinator.
• Coordinate training in conjunction with UMC's Environmental Health and Safety Specialist.
• Attend quarterly safety meetings with DEHS.

Technology Support (10%)

• Serve as first level support and troubleshoot equipment such as copy machines, printing systems, and others such as reporting network errors on the printer to UMN Crookston IT.
• Assist with Youngquist Auditorium electronic systems and connectivity as needed to assist staff and guests utilizing the room. Responsible for Youngquist Auditorium calendar.

Required Qualifications

1. BA/BS or a combination of related education and work experience to equal four years.
2. Skilled at working with details, managing workflow and meeting deadlines and works well with multiple, competing demands.
3. Proven effective, appropriate, and welcoming communication skills on multiple levels including, person-to-person, on the phone, via email and social media.
4. Demonstrated commitment to inclusive practices and equity
5. Ability to work collaboratively with others to address and resolve problems
6. Proven ability to multitask, prioritize and manage competing assignments/projects
7. Ability to work in, and with, diverse groups and underrepresented populations and communities

Preferred Qualifications

1. Experience working with PeopleSoft or other HR systems
2. Experience working with web development and social media platforms
3. Experience managing low level IT issues and components of a web/online/virtual conference (Set-up, hosting, recording)
4. Event coordination experience
5. Ability to work in a changing environment remaining positive, proactive, resourceful, and efficient.

The Northwest Research and Outreach Center (NWROC) is located 292 miles from the University of Minnesota St. Paul Campus. We align with the College of Food, Agricultural and Natural Resource Sciences (CFANS) located on the St. Paul Campus. The NWROC is one of 10 University of Minnesota Research and Outreach Centers throughout Minnesota. The specific mission of NWROC is to conduct applied agronomic research on issues important to NW Minnesota agriculture and extend results of that research through outreach/extension programs. A talented staff at NWROC provide support for that mission in operational areas of office, administrative support, finance, research support staff, farm, and maintenance.

Pay Range: $54,000.00 - $57,000.00; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

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

The University 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
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

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.

Applications will be reviewed on a rolling basis. The posting will close on February 28, 2025.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

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

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.

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).