Administrative Assistant, Extension Dean's Office

Required Qualifications:

• High School Diploma/GED and four (4\) years of related office/administration work experience. Relevant training/education may be substituted for some of the years of experience.
• Experience must include:

+ Project support and coordination

+ Planning and coordinating events for internal and external audiences

+ Working with vendors, venues, and professional services

+ Setting up and handling virtual meetings/webinars

+ Setting up and handling in\-person and hybrid meetings

• Office/administrative experience in an institution of higher education or a governmental agency and/or other non\-profit organizations
• Proficient with Google Workspace (Docs, Sheets, and Forms), Microsoft Office Suite, Zoom, Qualtrics, and other web\-based applications (e.g., Smartsheet, etc).
• Demonstrated interpersonal and customer service experience in a multi\-tasking environment.
• Demonstrated skills in working with details, managing workflow, and meeting deadlines.
• Excellent verbal and written communication skills.
• Experience working with diverse communities and employees.

Additional Requirements:

• Able to work regularly at a dedicated/assigned Extension office in Coffey Hall.
• Ability to stand, sit, bend, and move objects (e.g. setting up tables and chairs in meeting rooms), and lifting (up to 50 lbs.).
• Ability to work on a computer for prolonged periods of time.
• Must have reliable internet if/when working outside of assigned office location.
• Valid driver’s license, applicable insurance and the ability to drive locally and throughout the state of Minnesota, including overnight stays 2\-3 times a year.
• Typical work hours will fall between 7:30 am and 5 pm, with occasional requirements for evenings, weekends, and overtime.

Preferred Qualifications:

• Demonstrated experience managing complex events and projects simultaneously, with competing and shifting deadlines.
• Demonstrated experience in identifying process inefficiencies and implementing solutions.
• Demonstrated ability to adjust methods, work processes, or strategies quickly when circumstances change.
• Knowledge and understanding of Extension and its mission.
• Experience with initiating, negotiating, reviewing, and executing contracts for professional services, rental services, catering services and venue/facility use.
• Experience preparing financial forms for purchasing requests, supplier set\-up, reimbursements, and invoice payments for reconciliation.
• Experience with University of Minnesota hospitality and purchasing policies.

Working Title: Administrative Assistant

Appointment: Full\-time, Executive Ofc and Admin Spec (Job Code 1885\), AFSCME clerical

Pay Range: $23\.51 \- $31\.90/hour; depending on education, qualifications, experience

Hours: Monday – Friday; schedule to be determined within 7:30am– 5:30pm window

Office Location: In\-office requirements, Coffey Hall, St Paul campus (some options for flexible work at a later date may be possible)

Apply By: April 6, 2026

About the Position:

This position works in the Extension Dean’s office as an administrative support staff providing general administrative support and support/coordination of events, meetings and projects to the Extension Dean’s office administration and operations. This position reports to the Administrative Manager. This position must be able to regularly work in the office at Coffey Hall on the St. Paul Campus.

Essential Duties and Responsibilities

Events and Project Support (70%)

Provide event, meetings, and project support/coordination to the Dean’s office administration and operations, including:

• Assist with the scheduling, planning and coordination of small to large scale events and projects to include:

+ Meet regularly with event/project leads to coordinate plans and provide updates on overall event/project status and changes.

+ Help develop and adhere to event/project timelines for successful event/project execution.

+ Document event/project information, timelines, vendors etc. for historical records and future planning purposes.

+ Assist with the creation and management of registrations, evaluations, tracking sheets, documents, databases for events/projects and provide reports as needed.

+ Produce, finalize, and distribute printed and electronic communications and materials in collaboration with appropriate Extension and/or relevant offices and teams, including reports, reminders, agendas, print\-outs, posters, etc.

• Assist with finding, assessing, and securing vendor/venue/goods and services options, in accordance with event/project needs to include:

+ Compile vendor/venue/goods and services options, complete cost comparisons and provide detailed assessment of findings to leadership.

+ Arrange agreements with/for vendor/venue/goods and services for events and projects.

+ Coordinate the rental/purchase, delivery, setup and return of necessary equipment, such as poster display boards, audio/visual equipment, linens, decor, etc.

• Provide administrative finance support to events/projects to include:

+ Assist with event/project budget development and management.

+ Track expenses and provide expense updates and reports to ensure events/projects are within budget.

+ Prepare and submit payment request forms to reconcile expense invoices and reimbursement forms for non\-UMN employee participants for travel, lodging and other expenses.

• Other duties as assigned.

Administrative Support (30%)

Provide administrative support to the Dean’s Office administration and operations, including:

• Develop and maintain basic organizational systems for digital and physical files and supplies.
• Assist with the creation, preparation, and finalization of documents, spreadsheets, forms and digital/printed materials. Proofread documents and provide feedback.
• Assist with employment search processes, and scheduling onboarding meetings.
• Assist with preparation and submission of financial forms including purchases, invoices, payments, scholarships, etc.
• Track and submit supplies orders via UMarket and support basic purchasing needs.
• Greet people and help direct them accordingly. Answer multi\-line phone; retrieve and distribute mail.
• Maintain conference room technologies and report problems when they occur. Basic support or troubleshooting for copiers and printers. Set\-up and clean\-up of meetings, etc.
• Document procedures and practices.
• Support coordination and reconciliation of domestic and international travel and accommodations.
• Respond to inquiries and refer complex issues to appropriate leaders.
• Provide backup support to administrative support staff when needed.
• Other duties as assigned.

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.

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\).

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.