Administrative Associate - Military Veterans

Hiring Salary Range: $50,000-$60,000 DOQ

This position supports a wide range of office functions, including management of the Vice Provost's calendar, scheduling support for OPE staff, events coordination, project management, records support, and general office management. This position is primarily associated with OPE but may occasionally be asked to support events in the other OVPPE reporting units. The Administrative Associate 2 is expected to have significant experience with University of Minnesota systems and policies and to be able to independently determine the answers to questions and solve issues associated with administration and operations.

The position is full-time with a hybrid work environment, requiring 1-3 days of on-campus work per week as assigned by the Vice Provost.

Event and Project Management (60%)

• Coordinate OPE-sponsored systemwide councils, (e.g., the Public Engagement Council, the Public Engagement Network, and the Community Liaisons Network), including recruiting new members, arranging meetings, taking minutes, and post-meeting follow-up.
• Create administrative processes for and coordinate OPE in-person and virtual events and conferences, including the biannual Public Engagement Conference, the Public Engagement Awards, and national conferences hosted by OPE
• Create administrative processes for and manage OPE's professional development initiative as directed by the Associate Vice Provost for Public Engagement, to include the Community Engagement Summer Institute, professional development events, online module series. This requires working with the Office of the Vice Provost for Distributed Learning and the Destiny One system or Google Forms/Qualitrics, making event arrangements, analyzing and reporting on registration and attendance data, and working with the Communications Manager to produce program materials.
• Assist the UM Voting Coordinator to complete the legislative requirements on activities, data, and reporting for UM student voting initiatives.
• Work with the Data Impact Manager to design administrative processes and implement the University's data engagement platform, GivePulse.
• Develop, negotiate and manage OPE event budgets, vendor contracts, and event execution.
• Assist with event execution as needed for other OPE reporting units.

• Serve as a key point of contact for internal and external stakeholders, including faculty, students, staff, and external organizations, including identifying new connections to support the office's mission.
• Develop draft communications and memos for the Vice Provost.
• Complete special projects as assigned in service of VP strategic initiatives; may include spreadsheet development and data entry, research, and analysis and recommendations on outcomes.
• Manage the Vice Provost's calendar and requests for meetings.
• Manage the Vice Provost's travel reimbursements.

• Planning, implementing, and managing operations of the department in conjunction with the Shared Services Team, Facilities Management, and IT to develop and oversee budget, hiring plans, records, financial transactions, purchasing card accounts, and procurement.
• Ensures compliance with University policies on finance, travel, purchasing, and hiring.
• Coordinate staff meetings and OPE events.
• Supervise student employees as needed.

• Manage scheduling of multi-person meetings for 4-5 OPE staff members.

• BA/BS degree plus 2 years of relevant full-time work experience, or a combination of education and relevant work experience totaling at least 6 years
• Strong organizational, interpersonal, and communication skills and a collaborative and proactive mindset.
• Ability to work both independently and collaboratively.
• Knowledge of the University of Minnesota systems, procedures, and administrative offices and operations.
• Significant experience in event planning.
• Experience managing complex office functions.
• Proven ability to multitask.
• Strong problem-solving skills, and excellent attention to detail.

• Experience working with diverse populations and advancing equity, diversity, and inclusion initiatives.
• Proficiency with Google G Suite.
• Proficiency with Qualtrics.