Community Outreach & Office Operations Coordinator (# 376146)

service, office operations, and administrative support functions for the Masonic Cancer Center (MCC) Main Administrative Office and Community Outreach & Engagement (COE) program. This position is responsible for ensuring the efficient day-to-day operation of the office environment while coordinating logistical and administrative support for outreach activities, speakers, meetings, and center-wide events. Acting as a key point of contact for internal and external stakeholders, the Coordinator independently manages office operations and administrative workflows; resolves or triages inquiries and requests; and coordinates the work of student employees. This role works collaboratively across administrative, outreach, and events teams to ensure continuity of operations, high-quality customer service, and a welcoming, professional environment for faculty, staff, students, community partners, and visitors. The role requires being in the office at least 3 days per week, which may change during peak seasons. JOB RESPONSIBILITIES: Office Operations Coordination (30%) Serve as the primary front-office resource for the MCC Admin and COE teams, providing responsive customer service to faculty, staff, students, visitors, and external partners. Manage and triage incoming communications, including main office phone lines and shared email accounts, ensuring timely response, resolution, and appropriate routing. Monitor front-office operations and service levels to ensure requests, inquiries, and operational issues are addressed promptly and escalated when necessary. Coordinate day-to-day office operations, including mail distribution, shipping/receiving, office access requests, facilities concerns, and workspace readiness. Coordinate purchasing and inventory management for office supplies and shared resources. Develop and maintain office procedures, resource guides, and operational documentation to support efficient administrative processes. Coordinate, assign, and supervise student employee work; assist with onboarding and training; and provide day-to-day guidance to support completion of assigned tasks. Provide cross-coverage for administrative and event support staff as needed to ensure continuity of service during absences and peak workload periods. Coordinate requests and needs for the team, including IT, maintenance, and other support. Outreach and Event Coordination (50%) Coordinate administrative and logistical support for community outreach initiatives and MCC-sponsored meetings, seminars, lectures, and special events. Serve as a point of contact for speakers, vendors, exhibitors, community partners, and event participants regarding logistical and administrative needs. Coordinate speaker itineraries, travel arrangements, room reservations, catering requests, parking, and event-related communications. Manage and track inventories of outreach materials, promotional items, educational resources, displays, loaned materials, and giveaway items. Coordinate the preparation, shipment, distribution, and replenishment of outreach and event materials, including budget maintenance and record-keeping. Provide on-site coordination and customer service support during events, ensuring logistical issues are addressed and participants receive appropriate assistance. Maintain event records, attendance data, and other related documentation to support reporting, compliance, and program assessment activities using the CRM system. Volunteer Coordination across MCC-wide events, programs, and initiatives, including outreach, data management, communication, and collaboration with program leads Administrative & Financial Support Coordination (20%) Coordinate calendars, meetings, and scheduling activities for COE and Administrative leadership, as well as other assigned programmatic activities. Facilitate meeting logistics, including agenda distribution, room reservations, technology coordination, and preparation of meeting materials. Coordinate financial and purchasing processes associated with outreach activities, events, speakers, and vendors, ensuring required documentation is collected and submitted in a timely manner. Support purchasing card reconciliation and expense tracking in accordance with University policies and procedures. Serve as a resource to faculty and staff navigating operational, administrative, and financial processes, connecting individuals with the appropriate resources and support services. Assist with special projects, operational initiatives, and process improvement efforts that support MCC priorities and organizational effectiveness. Learn and maintain accurate practices on contracts, agreements, and other University-wide processes and policies. Qualifications All required qualifications must be documented on application materials. REQUIRED QUALIFICATIONS: BA/BS degree or a combination of related education and work experience to equal at least four years. Experience providing administrative, office operations, customer service, or event coordination support in a professional office environment. Demonstrated experience coordinating multiple projects, events, meetings, or operational activities simultaneously while managing competing deadlines. Experience using Microsoft Office and Google Workspace applications Experience managing calendars, scheduling meetings, coordinating travel, and arranging logistics. Strong written and verbal communication skills. High level of attention to detail, organizational skills, and follow-through. Demonstrated ability to provide excellent customer service and work effectively with individuals from diverse backgrounds and communities. Experience maintaining records, tracking information, and ensuring accuracy of administrative documentation. Ability to work independently on routine assignments while exercising sound judgment regarding when to seek guidance or escalate issues. Ability to lift and transport event or outreach materials weighing up to 25 pounds and provide on-site support for events as needed. Preferred: Experience working in a higher education, healthcare, nonprofit, research, community engagement, or public service environment. Experience coordinating conferences, seminars, outreach activities, community events, or educational programs. Experience supervising, training, or coordinating the work of student employees, volunteers, or temporary staff. Experience with purchasing, expense reconciliation, and/or financial transaction support. Experience working with CRM, event registration, or database management systems. Experience coordinating logistics with vendors, speakers, community partners, or external stakeholders. Experience maintaining inventory and coordinating shipping, receiving, and distribution of materials. Knowledge of University of Minnesota systems, policies, procedures, and administrative processes. About the Department The Masonic Cancer Center (MCC) is an NCI-designated Comprehensive Cancer Center dedicated to cancer research, education, and patient care for the citizens of Minnesota and the surrounding region. Since the time of the first award in 1997, there has been consistent growth of the membership and research base, enabling our center to further advance our knowledge and enhance care for our catchment area. We are driven to be the choice academic healthcare environment for patients, clinicians, scientists and students who seek exceptional, compassionate, precision cancer therapy; innovative clinical trials and prevention programs; cutting-edge research opportunities; and outstanding advanced education. Pay and Benefits Pay Range: $55,000 - $65,000; depending on education/qualifications/experience Time Appointment: 100% Appointment, Hybrid 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 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. How To Apply 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 jobcentr@umn.edu . Diversity 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 Employment Requirements 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. About University of Minnesota 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 Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.