Administrative & Communications Assistant

Administrative & Communications Assistant

Location: University of Minnesota, St. Paul
Reports To: Associate Director
Position Classification: Executive Office and Administrative Specialist (1885)

The Administrative & Communications Assistant helps to advance this mission by supporting MAISRC operations and administrative processes, collaborating on communications initiatives, and assisting with program delivery. This position is part of a vibrant, collaborative, and highly impactful team. The ideal candidate is someone who can manage a variety of simultaneous projects with a high level of initiative, organization, accountability, and creativity. The Administrative & Communications Assistant will work with multiple people on the MAISRC team and their ability to work and communicate effectively with colleagues, research teams, and members of the public will be highly valued.

Key Areas of Responsibility
Operations/Administrative Support - 55%

• Support and help manage office operations, such as: staffing reception area, maintaining office supply inventory, assisting with ordering, setting-up conference rooms, maintaining office organization, handling incoming/outgoing mail and courier services,
  troubleshooting/maintaining office equipment (e.g. printer), and validating guest parking
• Maintain internal MAISRC list-servs, Google groups, and personnel directories
• Assist with building and equipment access, such as: processing equipment access requests, managing equipment calendars, entering building access requests, and dispensing/collecting keys
• Assist with the planning and/or hosting of MAISRC events, both in-person and online (e.g. annual conference, workshops)
• Support MAISRC outreach staff by occasionally staffing outreach/community events (e.g. MN State Fair)
• Assist with donor record keeping and acknowledgements
• Record meeting notes at advisory board and committee meetings
• Assist with billing and finance activities
• Support annual Request for Proposals (RFP), such as: file organization and access, facilitating correspondence with internal and external constituents, and maintaining contact databases
• Support research and grant reporting by receiving and organizing program/project reports, scheduling meetings with research teams, and providing assistance with drafting report content
• Assist with data entry and other research/program support activities as needed
• Assist with other duties as needed and contribute to overall MAISRC activities, such as strategic planning and project coordination

Communications Support - 45%

• Serve as the first point of contact for external inquiries
• Maintain MAISRC email lists and external contacts
• Draft content and coordinate the assembly of bi-monthly MAISRC email newsletter
• Adapt project reports, technical content, and field/lab updates to create social media content for MAISRC Facebook, Instagram, and Bluesky accounts
• Assist Communications Manager with maintaining research project pages on MAISRC website, such as: drafting content from project progress reports, facilitating researcher approval of web content, and collecting photos/video
• Support large-scale communications projects, such as: content migration for website redesign, set-up and maintenance of MAISRC photo/media library

Salary/Appointment
This is a three quarters time (0.75 FTE, 30 hours/week), non-exempt, Labor Represented appointment. Anticipated compensation rate is Step 1 $22.71/hour - Step 7 $25.51/hour.
The work location for this position is primarily in-office, with the option for some remote work. Required in-office days on Tuesdays and Wednesdays.

Required Qualifications

• High school diploma/GED and four years of related office experience. Training/education can be substituted for some of the years of experience
• Self-motivated with proven ability to prioritize, manage workflow, and meet deadlines
• Dependability, accuracy, and attention to detail in all aspects of work
• Strong writing ability and experience with drafting content for online platforms (e.g., newsletters, social media)
• Proficiency with Microsoft (Word, Excel, etc.), Google Suite applications (Google Docs and sheets, google share drives, etc.), and internet browsers
• Excellent time management skills and ability to adapt in a quickly-changing environment; proven ability to troubleshoot and problem-solve
• Strong interpersonal and internal communication skills

Preferred Qualifications

• Knowledge of issues related to aquatic invasive species
• Experience setting up meetings, reserving rooms, ordering supplies, catering
• Experience formatting, drafting, or writing routine to complex correspondence, reports, and taking meeting minutes/notes
• Experience with website maintenance
• Experience working with students, faculty, and staff in a higher education setting
• Familiarity with University of Minnesota policies, procedures, and systems

Additional Qualifications

• Cell phone that can be used, as needed, for work purposes - reimbursement is not provided
• Ability to accommodate a work schedule that may include some evenings and weekends for MAISRC-associated events

MAISRC is a research center with CFANS with the mission to develop research-based solutions that can reduce the impacts of aquatic invasive species in Minnesota by preventing spread, controlling populations, and managing ecosystems; and to advance knowledge to inspire action by others.

The Minnesota Aquatic Invasive Species Research Center (MAISRC) works to develop science-based solutions to address the aquatic invasive species (AIS) issues facing Minnesota's lakes, rivers, and wetlands and to inspire action by others. Our research and outreach are focused on developing tools and methods for taking action on AIS by preventing spread, controlling populations, supporting AIS management, and advancing AIS knowledge among natural resource managers and the public.

Pay Range: Step 1 $22.71/hour - Step 7 $25.51/hour, depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 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

Application/Timeline
To apply, please visit https://z.umn.edu/MAISRCHiring (Job ID# 370278) To be considered, all applications must be submitted online and include the following:

• Cover letter detailing interest and fit for the position
• Resume including relevant experience
• Contact information for three recent, professional references

Applications will be accepted until the position is filled. Review of applications will be ongoing and will begin on 9/26/25.
For questions about the position or application requirements, please contact MAISRC Associate Director, Cori Mattke at cmattke@umn.edu.

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.

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).