Administrative Associate 1

POSITION OVERVIEW:
Facilities Management is a department within University Services which is composed of the departments and people who deliver the non-academic operations across the University of Minnesota system. Facilities Management (FM) is responsible for all buildings, grounds and the energy management needs of the University of Minnesota Twin Cities campus. FM works to provide a safe, reliable and welcoming campus in support of the University's mission of teaching, research and outreach. FM's responsibilities include over 25 million square feet in more than 280 buildings across 1200 acres in the Twin Cities. With an annual budget of $214 million, FM employs 1,400 employees, represented by 22 unions. More information is available on the FM website at https://facilities.umn.edu.

This position is responsible for implementing and managing assigned administrative programs for the FM Associate Vice President's (FM-AVP) Office and reports to the FM Chief of Staff. This position works closely with the FM-AVP Administrative Manager, helps to ensure the efficient and effective operation of the FM-AVP department, and provides professional level administrative support to senior leaders and other staff and programs in the following FM and partnering units: District Operations, Central Services, Energy Management, Sustainability, and University Services Finance and Systems.

POSITION RESPONSIBILITIES:
The Administrative Associate oversees and administers departmental programs. All programs require the ability to coordinate, process, liaise, document, analyze data, make recommendations for program enhancements, and ensure departmental compliance. Departmental representative of University and departmental policies and best practices. The position may supervise and direct the work of other administrative staff and/or students in overall FM supported units.

Operations Program Coordination and Delivery (50%)
* Coordinates and performs a wide range of functions that require a strong level of communications and organizational skills, the ability to work independently using independent judgment, discretion, and the ability to solve problems.
* Departmental Facility Representative (DFR) - Responsible for authorizing unit-level card and key access requests in compliance with related policies and procedures; maintains physical and digital access inventories.
* Primary Building Contact (PBC) - Serves as the single point of contact representing building occupants to university-wide services departments. Responsible for building-centered communications, emergency plans and signage.
* Facility Roles Program (FRP) - Assists with maintaining and improving FRP which is a UMN system-wide program that clarifies lines of authority and responsibilities regarding facilities access, space, communication and coordination among academic and administrative units.
* SOP management - Oversees documentation of administrative standard operating procedures and processes.
* Vendor and inventory management - Processes program set-up and policy compliance.
* Device and technology management - Assists with overseeing departmentally issued devices, makes recommendations for technology upgrades, including apps and app development, and provides first line troubleshooting. Work management software system representative.

Administrative Support (25%)
* Compiles departmental data, reporting requirements, and processes; including monthly and annual departmental reports. Manages the collection and compilation of business data including metrics and other financial details.
* Human resources liaise and support including recruitment, interviewing, onboarding, off-boarding.
* Office environment management including maintaining the general office appearance, copiers/printers, supplies, mail, furniture, etc.
* Supports programs, projects and events as assigned to include leading or assisting with departmental and university events and conferences.
* Calendar management - Maintains and grants conference room calendar access for departmental spaces. Supports senior leadership with calendar management, events, and travel arrangements.
* Creates and maintains contact lists, spreadsheets and information, including but not limited to confidential directories, phone lists, email lists, assets, tools and materials, etc.

Communications Support (15%)
* Creates and updates written, visual, and audio content for the UMN Facilities Management (FM) website, intranet web pages, digital signage and communications. Acts as subject matter expert for the community of FM content contributors.
* Leads the day-to-day operations for the FM Digital Signage program.

Financial Support (10%)
* Purchasing - Serves as lead for purchasing non-capital supplies, ensures department-wide University Purchasing Policy compliance. Prepares requisitions, purchase orders and contracts for professional services.
* Financial Reconciling - Analyzes purchasing data to ensure policy compliance by staff and recommends plans to supervisors to remain within policy and best practice.
* Manages equipment leases and replacement contracts.
* Manages expenses to office budget.
* Develops, runs and prepares reports.

Physical and environmental requirements
Work is performed in an office setting, with the option to work remote one to two days per week as work permits. Occasional time spent for events in and around the Twin Cities campus buildings which may require minimal lifting and moving materials; also, occasional time spent on facility tours and informational events where personal protective equipment may be required.

POSITION QUALIFICATIONS:
Required (minimum) qualifications
* BA/BS or a combination of related education and work experience to equal four years; experience in applying knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.
* Professionalism: positive and professional demeanor.
* Tech proficiency: MS Office Suite, Google Suite.
* Confidentiality: handling sensitive info.
* Attention to detail: accurate and detail-oriented.
* Critical thinking: data management and analysis.
* Time management: prioritizing tasks and meeting deadlines.
* Communication: strong verbal and written skills.
* Administrative experience: managing complex projects.
* IT skills: electronic calendaring and filing systems.
* Operational knowledge: office management.
* Teamwork and independence: works well alone and in teams.

Preferred qualifications
* Tech Proficiency: advanced knowledge of Microsoft and Google suites, and GIS, Kronos, Tririga, Peoplesoft, Chrome River, Drupal.
* Operational knowledge: facilities/asset management and familiarity with construction processes and service delivery.
* Supervisory experience.
* Ability to capture ideas, thoughts and intentions in a quick and efficient manner for follow-up activities.

Pay Range: $45,000-$65,000 annually; depending on education/qualifications/experience

Time Appointment: 75%-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

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

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.