Administrative Associate 1

Position Description:
Health, Safety, and Risk Management (HSRM) is seeking a highly motivated, adaptable, detail-oriented individual to join the HSRM Admin team as an Administrative Coordinator. This position is a front office position and will include day-to-day office operations, finance support, and general administrative support to the departments within HSRM. This position will also provide focused support for areas including Occupational Health, Ergonomics, Regulatory Compliance, and Workplace Safety.
This position will report to the Administrative Manager as part of the administrative support team for the Assistant Vice President for HSRM.

Work Arrangements:
A hybrid work arrangement will be considered after successful completion of the required probationary period, though at least three days of in-office work will be expected.

Responsibilities:
Program Support - 50%
o Occupational Health Program support
* Advise and support program enrollees, supervisors, and program coordinators via phone and email with Occupational Health questions
* Process medical records and data entry into software
* Review website content, including links and instructions related to medical surveillance programs and training, submit updates to ITEC team
* Coordinate onsite medical services, as needed
* Manage audit calendar for DOT program
* Review monthly medical invoices
o Scheduling Support
* Schedule ergonomic evaluations and ergonomic showroom visits (outside of open showroom hours)
* Consult with Workplace Safety staff and create a standard process for scheduling respirator fit tests
o Regulatory Compliance Administrative Process Management
* Consult with DEHS Director and make recommendations on creation, review, and maintenance of a database of regulatory compliance deadlines; send notices to staff in advance of deadlines
o Administrative Policy Support
* Create and maintain database of HSRM Administrative Policies and review deadlines; send notices to staff when review activities are required; ensure completion of policy reviews before deadlines
o Evaluate current administrative processes and standard operating procedures (SOPs) and make recommendations for improvements
o Other program support as needed

Administrative Support - 20%
o Schedule complex meeting or events; including, but not limited to, creating calendar invites, scheduling rooms, ordering supplies and/or food
o Direct HSRM staff on effective use of University administrative tools (expense reports, timecards, ect.)
o Departmental HR support
* Advise HSRM staff on current hiring processes
* Determine necessary documents; facilitate completion of documents
* Set up Spark Hire interviews
* Maintain catalogue of interview questions
* Direct HSRM staff through the hiring process; put together hiring committees, schedule interviews, provide logistical support for non-local candidates (set up Zoom interviews, make travel arrangements, ect.)
o Direct HSRM Leadership on Annual HR and Payroll requirements
* Lead the annual performance review process; remind staff of deadlines, procedures that must be followed, ect.
* Support payroll monitoring tasks such as staff augmentations, promotions, ect.

Office Management - 15%
o Front desk management
* Hire, train, and supervise student employees; when student employees are not scheduled to work, complete following tasks:
* Direct incoming phone calls to appropriate department or staff member
* Monitor the HSRM email (direct incoming emails to appropriate staff member)
* Greet visitors to the Thompson Center and direct them to appropriate staff member
* Receive, sort, and distribute incoming US mail, campus mail, and deliveries to HSRM staff; Assist staff with outgoing mail or packages
* Receive and secure radioactive material deliveries
* Resolve issues with office equipment
* Organize, maintain, and order general office supplies
* Maintain TCEM conference room calendars
* Assign additional tasks to students, as needed
Finance Support - 15%
o Process HSRM finance work, including, but not limited to the following:
* Receiving invoices
* Processing check requests, p-card expense reports, and U Market carts
* Submitting requisition requests
o Complete supplier database updates (add suppliers, update current supplier information)
o Advise HSRM staff on University financial policies and procurement procedures
o Resolve purchasing issues by working with HSRM staff, Accounts Payable staff, and Suppliers

Required Qualifications:
* BA/BS or a combination of related education and work experience to equal four years
* Strong attention to detail
* Demonstrated ability to function as a productive team member in a complex, evolving, high-expectation environment. Must be able to work with a team as well as independently
* Excellent communication skills, interpersonal and customer services skills, and the ability to communicate effectively with diverse audiences
* Demonstrated organizational skills with the ability to prioritize responsibilities, handle multiple projects, handle competing deadlines, and be productive in a multi-task work environment
* Proficiency using MS Office (Word, Excel, PowerPoint) and Google Apps (Calendar, Gmail, Drive, Docs, Sheets, Forms, and Slides)
* Proficiency with Adobe Acrobat DC and manipulating PDF documents

Preferred Qualifications:
* Curiosity and desire to learn
* Experience managing complex calendaring and meeting scheduling
* Problem solving, research, and critical thinking skills
* Ability to work across different levels within an organization (i.e., leadership, colleagues, student employees)
* Experience with web conferencing software (Zoom)
* Event planning and execution (in-person, online, or hybrid)
* Ability to handle HIPAA and confidential information; maintain confidential materials with discretion
* Experience working in a higher education environment

Pay Range: $21.09-$28.27/hr; depending on education/qualifications/experience

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

Position Type: Civil-Service

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.

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).