Administrative Associate 1 - Rosemount ROC

Position and/or Unit Overview:

Please note this position is performed on-site at Rosemount, MN.

This position provides support for the departmental operations at the Rosemount Research and Outreach Center (ROC) in Rosemount, and the Sand Plain Research Farm (SPRF) in Becker. The position serves as an administrative assistant to the Director of Operations of the Rosemount ROC. The position consults with the Director regarding decisions and strategic operation, identifies solutions for operational problems, and escalates complaints and grievances as needed. The main areas of responsibility are operations/administrative support, communications, space and facilities planning, office functionality, TDX navigator, and employee management. The position independently manages the work environment within the office while taking the initiative in developing and implementing more efficient and effective departmental procedures through continuous improvement and cost-effectiveness.

The position also works closely with Rosemount ROC faculty, graduate students, support staff, other administrators, finance team members, outside agencies, and external stakeholders while fostering a welcoming and inclusive environment that encourages engagement of people from all backgrounds.

The position will advise on University policy and State and Federal laws in collaboration with CFANS HR to interpret and communicate University, College, and Departmental policies, navigate policies appropriately to problem-solve, provide guidance, and facilitate personnel actions within the Center.

Responsibilities

Administrative and Operational Support 45%

• Provide administrative support for the director of operations, staff, faculty, and Extension personnel at the Rosemount ROC and Sand Plain Research Farm.
• Represent Rosemount ROC and serve as liaison between the Director of Operations and the public, commodity, industry, and private groups. In the absence of the director, respond to
  immediate needs, act where appropriate, and escalate issues as necessary.
• Facilitate meetings and events such as bi-annual Advisory Committee Meetings, staff, and faculty meetings, Annual Rosemount ROC and SPRF Field Days, Extension Topic Days, and other Rosemount ROC and SPRF events or special events with commodity groups. Prepare agendas, initiate logistical arrangements, and take notes as needed. Manage mailing lists, databases of participants and stakeholders, and other electronic records of activities related to events.
• Track Advisory Committee member terms, nominations, and communication.
• Analyze the best cost alternatives and fulfill purchases of supplies and services for Rosemount ROC and the SPRF. Order supplies as needed through UMarket or other sources.
• Receive and route shipments and invoices to the proper channels to ensure timely procurement and payment.
• Assist Rosemount ROC, SPRF, and CFANS leadership with special projects at the discretion of the director.
• Responsible for implementing and managing the general operations and management of the office. Recommend process improvements to the Directors of Operations.
• Assist with implementation of equity and diversity (EI) training for RROC and SPRF personnel.
• Supervise, coordinate, and communicate with cleaning services and/or contracted sources if needed.
• Manage space use along with initiating facility use agreements with outside agencies for use in the RROC Administration Building Conference Room and the SPRF Ops Building Conference Room as well as other space use agreements

Staff Management and Support 35%

• Develops and implements a balanced and efficient work environment and processes. Develop onboarding processes and resources. Manage pre-hiring activities, on-boarding, and off-boarding of employees.
• Serves as theTDX Navigator/PASER and is responsible for assisting and training employees with TDX forms for Human Resources and Finance. Serves as point of contact for employees seeking contact information for processes overseen by CFANS Human Resources and Finance. InitiateFirst Report of Injury online form.
• Manage paperwork for MAST students, visiting scholars, and VISA for all incoming international
  students and staff as needed or other work eligibility requirements. Initiate H1-B VISAs. Ensure compliance with university policies and State and Federal laws. Submit the required forms to the appropriate ISSS contact, as well as I9OHR@umn.edu and finpayroll@umn.edu.
• Performs due diligence in the hiring processes set in place prior to initiating TDX forms for hiring full-time continuous appointments, salary changes, terminations, and retirements for all employee groups.
• Assist as needed in staff search committees.
• Assist Rosemount ROC and SPRF finance to maintain the required separation of duties. Work with finance on budgetary items, salaries, and anticipated increases for the new fiscal year. Review payroll, budgets, distributions, and departmental records to ensure data accuracy. Initiate TDX forms if there are inaccuracies.
• Consult with CFANS HR regarding University and College employment policies and laws. Navigate policies appropriately to problem-solve and facilitate personnel actions within the
  department.

Communications Support 20%

• Manage and maintain Rosemount ROC and Sand Plain Research Farm website and social media.
• Work with CFANS Communications, Directors of Operation, and Research Project Groups and Extension to regularly publish materials related to activity at Rosemount ROC and Sand Plain Research Farm.
• Capture and organize photo, video, and audio content during Rosemount ROC and Sand Plain Research Farm events for use in publishing communications materials.
• Solicit media content from Rosemount ROC and SPRF Farm Crew for use in publishing communications materials.
• Drive storytelling projects at the Rosemount ROC and Sand Plain Research Farm.

Required Qualifications:

• BA/BS or a combination of related education and work experience to equal 4 years

Preferred Qualifications:

• Experience working with PeopleSoft or other HR systems.
• Experience working with web development and social media platforms.
• Experience managing low level IT issues and components of a web/online/virtual conference (Set-up, hosting, recording).
• Event coordination experience.
• Ability to work in a changing environment: remaining positive, proactive, resourceful, and efficient.
• Work well with multiple competing demands.
• Skilled at working with details, managing workflow and meeting deadlines.
• Demonstrated commitment to inclusive practices and equity
• Proven effective, appropriate, and welcoming communication skills on multiple levels, including person-to-person, phone, email, and social media.

Pay Range: $54,000 - $57,000 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.

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).