Job ID359373 LocationTwin Cities Job FamilyLR-Clerical Full/Part TimeFull-Time Regular/TemporaryRegular Job Code1826 Employee ClassAFSCME Unit 6 - Clerical About the Job The Scott Hall Hub in the College of Liberal Arts is seeking a 100%-time (40 hours per week) Principal Office and Administrative Specialist. This position provides key administrative and logistical services to the chairs, administrative manager, faculty, staff, students, alumni, and visitors of the department. This position oversees a variety of responsibilities while working closely with a dedicated staff and offers the opportunity to gain experience overseeing student staff. The incumbent is this position will work independently and collaboratively as a team member with limited supervision. The position requires in-person work in an office setting. We are committed to attracting candidates from historically underrepresented groups knowing that diversity enriches the academic and professional experience and provides a knowledge base for innovation. Candidates with diverse backgrounds and lived experiences are strongly encouraged to apply. Read more about the culture and work of our three departments. Grounded in the legacy of the 1960s Chicano civil rights movement, we trace the intellectual contributions, cultural shifts, histories and political developments of people of Mexican and Latin American descent living in the United States. Hau/Han! Aaniin! Boozhoo! (Hello) Through the exploration of indigenous narratives, heritage, and history, we strive to restore and promote the importance of American Indians in everyday life. Whether you are interested in writing, history, advanced education, working in the non-profit sector, or just want to become more familiar with the culture and background of American society, you will find yourself at home in the Department of American Studies. DUTIES AND RESPONSIBILITIES Appointment Details: This is a Labor-Represented appointment represented by the AFSCME Clerical union. Office & Facilities Management - 60% Serve as the Department Facility Representative for Scott Hall Hub Maintain an organized and professional office environment in both the lower level and first floor office areas, common areas, and hallways Assist the administrator in the assignment and maintenance of office spaces. . Coordinate reception area business processes with reception for in-person, phone and email inquiries from students, faculty, staff, and the community. Assist the administrator in the development of best practices for the office management processes in Scott Hall. Serve as primary coverage to the front desk in 104 or 19, as needed. Create and update operating policies/manuals and directories. Manage office inventory, order materials for faculty, office supplies, and facilitate office purchases according to University policy. Primary contact for parking, facilities requests, space management, technology inventory, and troubleshooting requests. Complete periodic (yearly or quarterly) space & materials inventories. Manage department technology loaner pool, ensuring laptops are in good working order, and that sign-in instructions are current and accessible. Maintain the Scott Hall Building Safety Committee and facilitate the upkeep of the building manual. Serve as the Primary Building Contact for Scott Hall, including issuing keys, maintaining access records. Maintain the J4M parking service, coordinate and communicate reservation and vouchers Coordinate book orders for instructional faculty Student worker supervision and training - 20% Hires and oversees building student workers (front desk coverage). Supervise, coach and mentor student workers. Provide work direction, feedback, and conduct performance reviews. Manage student worker desk coverage schedules on both the lower level and first floor offices. Conducts and coordinates training on best practices, office procedures and basic communications. Event Support and Communications - 15% Col aborate with Scott Hall Admin team & Engagement staff to develop and carry out events & communications.: Ordering supplies, making travel arrangements, reserving rooms and arranging for food. Attend events to meet caterers; assist with A/V; secure required paperwork from visitors to process honorarium payments and expense reimbursements. Create and maintain attendance records; event set-up and take down; clean up. Compose and/or prepare business correspondence, memoranda, promotional materials or forms, social media posts. Research, prioritize, and resolve incoming issues and concerns addressed to the departments & Hub's email addresses, including those of a sensitive and confidential nature. Determine appropriate course of action, referral or response. Coordinate and draft weekly communication Newsletter from Scott Hall. Provide support for and/or serve on unit, college-wide and university-wide committees and groups as appropriate. Supervise, design and manage the database & websites for the three academic departments, in consultation with the Department Chairs and Administrator. Monitor and update e-mail distribution lists. Explain complex policies and procedures and independently resolve problems & questions. Other duties as assigned - 5% Provide administrative support for the Undergraduate & Graduate Programs, as needed. Take meeting minutes. The employer reserves the right to change or assign other duties to this position. Qualifications Required Qualifications: High School Diploma/GED and two years of related office and administrative experience. Training/education may be substituted for some of the years of experience. Computer experience required. Skilled with Microsoft (Word, Excel, etc.), Google Suite applications (Google Docs and sheets, google share drives, etc.), and internet browsers Ability to work in and with diverse groups and underrepresented populations and communities Preferred Qualifications: Experience with UMN / systems: Astra Schedule, U Market, APLUS, and Canvas. Experience with Asana, Zoom, and Canva. Experience with electronic calendaring and supporting basic technology needs (telecommunication, office equipment, computer labs). Experience working in a higher education or academic administrative setting. Experience providing customer service to a diverse population. Effective organizational, time-management, and problem-solving skills. Ability to multitask, manage project and office responsibilities simultaneously, prioritize workload, follow-through, meet deadlines, and handle interruptions. Strong oral and written communication skills. Ability to speak a foreign language - Spanish, Oromo, Somali, Hmong, Amharic, etc. Ability to work independently and as a dependable team member, including project completion and aiding other team members. Self-directed, proactive, and with a positive attitude. Demonstrated initiative and willingness to go the extra mile to provide outstanding service Demonstrated ability to capably manage confidential materials & records. About the Department About the College of Liberal Arts Home to the arts, social sciences and... For full info follow application link. 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.