Office Manager

The School of Statistics is seeking to fill an Office Manager position. The Office Manager supports the daily operations in the School of Statistics by providing general administrative support, office management oversight, and event support. Supervision of student workers may also be required.

Work Location: This is an in-person position with some hybrid flexibility. The current expectation is to work in the office three days per week, though this is subject to change based on the needs of the school. Work hours are Monday to Friday, 8:00 AM - 4:30 PM.

Appointment Details: This is a 100%-time, 12-month, continuous labor represented position, represented by AFSCME Clerical Unit 6.

Job Responsibilities:

• Office Management and Administrative Support - 55%
  • Serve as the primary point of contact for general inquiries from faculty, staff, students, and visitors at the front desk reception area; direct questions to appropriate resources when needed via in-person, phone call and email. Independently initiates inquiries and resolves problems as they arise.
  • Manage and maintain office equipment (printers, copiers, scanner, etc.), including attendant service contracts.
  • Coordinate and oversee office space planning including facility maintenance, repairs and renovations.
  • Coordinate office space for new faculty and staff, including ordering computers, furniture, phones, and business cards; arrange for office space and equipment for visitors.
  • Maintain appearance of all common areas including, but not limited to, main office, Master’s student lounge, mailroom/kitchen, graduate student kitchen, conference room, and library.
  • Maintain inventory of office supplies and equipment.
  • Beginning/end of semester administrative support including, but not limited to course evaluation process, collect textbooks, collect loaned equipment, collect keys, and other beginning/end of semester tasks.
  • Train and oversee student workers as required.
  • Provide administrative support for Faculty Promotion and Tenure cases.
  • Handle student J-1 visa applications.
  • Assist department Graduate Program Coordinator, Director and Administrator as required.
• Event and Communications Support - 30%
  • Support Events and Communications Manager with planning, execution and wrap up of events.
  • Support Events and Communications Manager with school publications and other communications.
  • Manage logistics for faculty seminars during the academic year.
• Department Financial Preparer - 15%
  • Serve as the primary source of information regarding fiscal policies for the Department of Statistics.
  • Initiate financial transactions and reconcile PCards.
  • Reconcile school PCards.
  • Serve as the school’s Chrome River Navigator.
  • Serve as department contact for UMarket.
• Other duties as assigned according to departmental and collegiate needs. The employer reserves the right to change or assign other duties to this position.

Required Qualifications:

• High School Diploma/GED and four (4) years of experience in an administrative office setting, or a combination of experience and post-high school education/training to equal four or more years.
• Demonstrated experience with customer service and dealing with customers of a variety of backgrounds.
• Demonstrated organizational skills and attention to detail.
• Ability to communicate, collaborate, and partner with and across diverse groups and communities.
• Working ability to perform tasks involving prolonged sitting, standing, keyboarding, reading computer screen; and bending, or twisting, with occasional exertion of up to 30 pounds of force.

Preferred Qualifications:

• Experience with Microsoft (Word, Excel, etc.) or Google Suite applications (Google Docs and Sheets, Google shared drives, etc.).
• Experience setting up meetings, reserving rooms, ordering supplies, catering.
• General knowledge of financial transactions.
• Experience managing components of a web/online/virtual conference (Set-up, hosting, recording).
• Experience with webpage maintenance.
• Experience working with students, faculty and staff in a higher education setting.
• Experience with University of Minnesota enterprise systems.
• Familiarity with University of Minnesota policies and procedures.