Executive Office & Administrative Specialist

Union: AFSCME - Bargaining unit consideration begins on 9/02/2025 and ends on 9/09/2025.
Schedule: M to F, 8:00 to 4:30. *Some flexibility within hours of operation.
Appointment: 12 month, in-person FTE: 1.0 , 40 hrs/wk
Department: Chemistry & Biochemistry
Salary: $24.08-$26.51 per hour ($50,086-$55,141 per year), depending on experience

This 12-month, 100%-time position functions as the primary administrative contact point for the University of Minnesota Duluth Department of Chemistry & Biochemistry. UMD is a mid-sized regional comprehensive public university of about 9,000 students located in Duluth, MN on the shore of Lake Superior. The Department of Chemistry & Biochemistry resides within the Swenson College of Science and Engineering and offers undergraduate and graduate programs in Chemistry and Biochemistry. The department has approximately 300 majors as well as providing service education to over 1,000 students per year.

This position will oversee daily Chemistry & Biochemistry Department operations and activities. This position reports to the Department Head, with oversight of personnel hiring, data collection and dissemination, record-keeping, departmental customer service, administrative, and outreach tasks, and ensuring the department follows all university policies and procedures in its work. Primary daily responsibilities also include interacting with prospective students, parents, alumni, University faculty and staff, and undergraduate/graduate students in person, via email, or telephone. This position has extensive responsibilities that directly support the core academic mission of the Department including curriculum, course scheduling, registration, and record keeping support.

Duties/Responsibilities include: Administrative Support (50%)

• Oversee daily operations of the department and plan and prioritize departmental logistics as directed by the Department Head o Maintain department electronic and paper filing systems
  • Maintain and order office equipment and supplies
  • Order and distribute keys and access cards to students, staff, and faculty
  • Manage logistics for department visitors including seminar speakers
  • Serve on and support departmental committees
  • Take minutes at department meetings
    
• Provide customer service for students, faculty, and staff
  • Respond to and initiate inquiries regarding purchasing, personnel, facilities, operations, and other issues
  • Respond to and initiate internal and external inquiries as needed
    
• Become familiar with University, College, and Department policies and procedures
  • Be able to explain complex policies and procedures at the University, College, and Department levels and independently resolve problems/questions from both students and faculty
  • Maintain and evaluate processes for department efficiencies
    
• Communications o Primary email and face-to-face communication point for the department
  • Primary web communication point for the department, including updating website, monitoring and updating social media accounts
  • Assist with creation of departmental outreach materials including seminar flyers, announcements, email invitations, annual newsletter, electronic display materials, and annual recruiting flyers.
    
• Human Resources
  • Ensure requests for hiring follows University and department processes
  • Assist with employee searches and recruitment
  • Compose offer letters and complete other personnel paperwork
  • Approve timesheets for student workers and complete biweekly payroll verification
  • Complete other personnel record updates as needed and maintain personnel files

Academic Support (45%)

• Provide undergraduate student and program support, including:
  • Complete course scheduling
  • Work with department head to accurately record faculty workloads in annual accounting spreadsheets for the University
  • Work with department, college, and university to support scholarship processes
  • Provide support for American Chemical Society annual reporting and periodic external departmental reviews
    
• Provide graduate student and program support, including:
  • Update and manage online application system and process applicant files for review
  • Work closely with Director of Graduate Studies to issue graduate student offer letters and coordinate prospective student visits
  • Coordinate new graduate orientation with Director of Graduate Studies (DGS)
  • Work with the DGS, Department Head and Lab Services Coordinator to assign graduate teaching assignments

Other duties as assigned (5%)

• The Employer retains the right to change or assign other duties to this position, with or without notice.

Required Qualifications:

• High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
• Computer skills in navigating web-based tools, word processing, basic design software, and spreadsheets * Experience in MS Office and Google Suite * Customer service experience

Preferred Qualifications:

• Experience providing customer service to students, faculty, and staff in a higher education setting
• Experience with basic design software such as Canva
• Website maintenance and social media experience
• Multi-tasker with the ability to move quickly between different tasks and the ability to juggle requests from multiple stakeholders at once
• Experience managing larger projects and meeting deadlines
• Experience working with diverse groups
• Demonstrated ability to work independently and as part of a team
• Experience with University of Minnesota enterprise systems
• Familiarity with University of Minnesota policies and procedures

Pay Range: $24.08-$26.51 per hour ($50,086-$55,141 per year), depending on 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 & 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:

• 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

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

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

University of Minnesota, Duluth (UMD)

The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report's "America's Best Colleges" issue.

Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs.

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).