Executive Ofc and Admin Spec

The Department of Veterinary and Biomedical Sciences in the College of Veterinary Medicine is seeking an Administrative Assistant and Purchasing Specialist to provide purchasing and
administrative support to advance the Department's diverse and inclusive research, teaching, and scholarship missions. The ideal candidate will demonstrate strong organizational and
interpersonal skills, the ability to prioritize tasks effectively, and the flexibility to work both independently and collaboratively. This position allows for hybrid work with specific scheduling
negotiable based on department needs.

Responsibilities:
Purchasing (60%)*
Serve as the primary point of contact and departmental expert on University and Department purchasing policies; act as the lead purchasing specialist for the Department.
Perform daily purchasing operations, including processing change orders, procurement card transactions, and transaction reconciliations; resolve issues related to requisitions and purchase orders in collaboration with faculty, staff, and College accounting personnel.
Manage and troubleshoot fulfillment issues involving suppliers, end users, delivery contractors, and other stakeholders as necessary.
Oversee the Department's roster of requisition preparers; identify and implement process improvements for procurement efficiency across the department; provide training, coaching, and ongoing support to preparers.
Prepare complex and non-UMarket purchases, such as contracts for professional services and capital asset acquisitions, including those requiring competitive bids or exceptions; ensure proper consultation with Department, College, and/or University Purchasing stakeholders.
Act as a liaison between Department faculty, staff, and College accounting teams; support Department Accountants in ensuring compliance with University, College, and Departmental policies and procedures.
Serve as the departmental contact for the ClinCard pre-paid debit card subject payment system and the Chrome River Navigator; assist faculty and staff with travel arrangements and provide guidance on travel-related policies, resolving expense claim issues as needed.

Administrative Support (35%)*
Oversee the department office front desk and email account by warmly greeting visitors, answering phone calls and emails, responding to inquiries, checking voicemail, and delivering friendly, professional customer service to both internal and external guests.
Serve as the primary note taker for departmental faculty and staff meetings; maintain and organize meeting records in Google Drive.
Provide calendaring and scheduling support for the Department Chair, Administrative Director, and faculty, including reserving conference rooms and managing the Department Chair's calendar.

Oversee department mail and package deliveries; coordinate telecommunications support, including repair requests, phone orders, and phone relocations.
Coordinate travel arrangements and conference registrations for faculty and staff as needed.
Manage and safeguard departmental assets, including keys, vehicle parking passes, and equipment such as laptops and LCD projectors; provide access to departmental offices, labs, and other facilities as required.
Act as the department's primary resource for facilities-related needs, including offices, labs, and classrooms; coordinate logistics for office/lab moves and laboratory clean-ups.

Other Project and Duties as Assigned (5%)*

* The University retains the right to change or assign other duties to this position as needed.

All required qualifications must be documented on application materials.

Required Qualifications
* High School Diploma/GED and four years of related office experience OR a combination of education/training and experience to total four years.
* Highly organized with attention to detail in a fast-paced, multitasking environment
* Must be self-motivated, self-guided, goal-oriented, and mindful of deadlines
* Required computer skills include proficiency with Microsoft Office software (Word, Excel, PowerPoint), Adobe-Acrobat, Google calendaring, E-mail and Google Docs and Forms.
* Experience with meeting scheduling and coordinating event logistics.
* Experience composing and editing business communications.
* Demonstrated ability to respond to inquiries (in person, by phone, or electronically) in a friendly and professional manner, while operating in an environment with frequent interruptions.

Preferred Qualifications
* Experience working in an academic research unit.
* Demonstrated skills in problem solving including awareness of when to escalate issues and when they can be addressed independently.
* Experience using the University EFS system to prepare purchasing and business documents (purchasing, reimbursements, travel, procurement cards).
* Experience with Chrome River platform.

Pay Range: $22.71 - $27.56 per hour; 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 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.

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).