Executive Office & Administrative Specialist, St. Paul Campus

Working Title: Executive Office & Administrative Specialist

Appointment: Executive Ofc and Admin Spec (1885), Full-time, AFSCME represented

Office Location: St Paul campus, Learning and Environmental Sciences Building along with some hybrid work options. This position will be up to 40% remote following an onboarding period which will be fully on campus.

Office Hours: 8:00am to 4:30pm, Mon-Fri (may be subject to change)

Salary: $22.71-$25/hour estimated starting pay rate; depending on qualifications

Reports To: Associate Administrator & Office Manager

Apply By: January 26, 2025

About the Position

The University of Minnesota Extension Department of Youth Development works in partnership with communities to build engaged young people who are ready to learn and lead in a global society. We are looking for an outstanding team member to help support our exceptional county & state fair, animal science, and STEM programs. This person will be essential to the quality and success of these programs at a state level.

The Executive Office and Administrative Specialist provides administrative support for county & state fair programs, animal science, and STEM programs, including document, correspondence and presentation preparation, financial tracking, state program registration and logistical support (e.g., livestock camps, project bowl).

Essential Functions:

State and county fairs program support 30%

• Provide administrative support for Director of State and County Fairs Programs
• Coordinate county and state fair premium book review processes; send to reviewers, make recommended changes and ensure final version fully edited
• Solicit content from presenters and prepare slide decks for presentations
• Prepare Livestock Office for use during the MN State Fair, including office supply inventory and ordering, cleaning and setup of office (moving boxes, tables, chairs, and other various supplies up to 30lbs)
• Coordinate State Fair 4-H Showcase awards and payments to participants
• Update and maintain enrollment data
• Update and maintain 4-H Judges Database, housed in The Databank
• Onboard and provide support to State Fair summer staff
• Manage the State Fair awards process
• Maintain electronic files for all showcase materials, documents, correspondence and data
• Maintain inventory of State Fair ribbons and ribbon stickers, including ordering ribbons, inventorying ribbons received and inventorying ribbons after the fair
• Other duties as assigned

Animal Science support 30%

• Provide support for Animal Science Director and Animal Science educators for state programming
• Secure housing, food service, and other contracts for livestock camps and other programs
• Organize ear tag inventory, tracking, county follow up and prepare Board of Animal Health documentation
• Document and track information from and documentation for national 4-H trips: funding sources, trip winners, preparation for judging contests, Project Bowl programming, etc.
• Work with Animal Science Director and volunteer committees to update documents
• Track program development committee membership; coordinate invitations to meetings
• Coordinate registration and prepare materials for day camps, Livestock Quality Assurance and Ethics Training and other related programming
• Provide support for State 4-H Dog Show and other events as assigned (may include being present for part of all of show, and helping set up area-tables, chairs, visual aids, etc)
• Provide support for regional and state project bowls; coordinate and gather supplies; make copies; facilitate communications with staff, volunteers, partners and colleagues
• Prepare presentations for stakeholder meetings
• Maintain electronic files for all animal science program materials, documents, correspondence, and data
• Other duties as assigned

STEM support 30%

• Provide support for STEM Director, including meeting support, travel arrangements, and document management
• Support of events including but not limited to vendor selection, lodging requests, transportation to events, meal planning, meeting setup (tables, chairs, visual boards, check-in desk, and related), and preparation of supplies in advance of meetings
• Support of virtual programming and events
• Create and maintain electronic files
• Develop and distribute a quarterly online newsletter focused on "4-H STEM & Agri-science" initiatives, ensuring timely communication with staff.
• Design and maintain report templates to organize and present data and program information effectively.
• Manage the steering committee's member list, prepare meeting materials such as packets and agendas, and coordinate logistical support for meetings.
• Assist in the collection, analysis, and reporting of data related to membership and audience participation to inform program development and evaluation.
• Other duties as assigned

Other 10%

• Provide general office support
  • Inventory of supplies, organize and maintain office, receive mail for office
• Create and maintain common digital filing and document sharing systems
• Pull financial reports
• Create, edit, finalize documents
• Convert documents to updated templates
• Support other areas as needed

Required Qualifications:

• High School Diploma/GED and four (4) years of related office experience. Training/Education may be substituted for some of the years of experience.
• Successful experience providing exceptional customer service in-person, on the phone, via email, etc.
• Proficient in Microsoft (word, excel, power point) and Google Office (docs, sheets, share drives/folders) suites, Adobe
• Experience successfully organizing documents (both paper and digital) and inventory
• Demonstrated experience writing and copy-editing
• Detail oriented, takes initiative and ownership of projects
• Experience managing components of a web/online/virtual conference (Set-up, hosting, recording)
• Experience organizing complex information for a general audience
• Experience working under deadline pressure and adapting to quickly changing situations; includes real time and live document and system communications and updates
• Strong collaborator with multiple groups including educators, administrators, volunteers, and participants
• Successful experience working with and communicating with people from various cultural backgrounds, including race, ethnicity, national origin, religion, socioeconomic status, age, gender, disability, sexual orientation, and other aspects of human diversity

Additional Requirements:

• Reliable internet and focused/dedicated work environment if/when working outside of assigned office location
• Must be able to work regularly at a dedicated/assigned Extension office in the Learning and Environmental Sciences Building on the St. Paul campus; work location will change to the Minnesota State Fairgrounds before, during and after the MN State Fair as determined by the supervisor.
• Valid driver's license and own means of transportation with required liability insurance, to be utilized for travel to workshops and transporting materials and supplies to events including the Minnesota State Fairgrounds. See policy on Use of Personal Vehicle for University Business.
• Alternate phone number that can be used, as needed, for work purposes.
• Ability to maintain a flexible work schedule, including occasional evening or weekend work with advance notice.
• Working ability to perform tasks involving prolonged sitting, standing, bending, or twisting, with occasional exertion (lift, push, pull, carry) of up to thirty (30) pounds of force, and frequent repetitive motions.
• This position is not eligible for employment visa sponsorship.

Preferred Qualifications:

• Animal science experience
• Project management experience
• Demonstrated experience providing support to more than one person

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 programming and employee engagement. Find further information on the Extension website.

Pay Range: $22.71 - $25/hour; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: 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 on the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position. Please attach the following required application materials:

• Cover letter
• Resume - Your resume must include all your education and experience as it relates to the required qualifications. The initial HR screening process focuses primarily on the resume.

Names and contact information for three professional references will be required during the interview process.

Additional documents may be attached after the application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. See full application instructions.

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

For questions about this position contact:

Hannah Horwood, Associate Administrator & Office Manager, horwood@umn.edu.

The University of Minnesota and Extension recognize and value 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.