Administrative Specialist

Details

Posted: 09-Apr-24

Location: Minneapolis, Minnesota

Salary: 48,131.20 - 70,824.00

Categories:

Libraries
Staff/Administrative

Internal Number: 360557

Working Title:  Administrative Specialist

Classification: Program/Project Specialist, 1897

Department:  Accounting and Finance Services

Service Unit:  Minitex

Reports to:  Finance Director

Appointment:   100%; LR Clerical

 

Salary Minimum: $48,131.20 depending on qualifications

Overview: 

Minitex is a publicly supported network of academic, public, school and special libraries in Minnesota, North Dakota, and South Dakota that work cooperatively to enhance the librariesâ™ services to their patron communities. Minitexâ™s suite of services promote effective delivery of needed information, partnerships, and sharing library resources including collections and electronic resources, bibliographic records, and reference services. Minitex pursues technological innovations to provide new opportunities for delivery of services. Minitex is committed to promoting a culture of inclusivity and belonging that recognizes contributions from all staff members. 
Summary: Minitex is seeking an Administrative Specialist to provide centralized operational support for the department, and execute and coordinate the daily activities of the administrative services team. This position reports to the Minitex Finance Director.
We offer scheduling flexibility,  support for your professional development, and a welcoming work environment that emphasizes work-life balance. Our offices are located near downtown Minneapolis on the University of Minnesota Twin Cities West Bank campus. 

Essential Functions: 
Perform and independently complete projects and/or coordinate programs utilizing broad experience, technical skill and knowledge of organization policies and practices. Perform accounting support and exercises a large amount of independent judgment and discretion on important matters.
Responsibilities:
Office Coordination 70%

• Plan and independently complete administrative projects and/or provide administrative coordination for programs.
• Coordinate and distribute project/program communications including reports, correspondence, manuals, mailings, newsletters, grant proposals, brochures and evaluations, department website. Compose or assist in the writing or preparation of the reports.
• Maintain and/or update databases, spreadsheets and/or web-based data repositories for policies, contracts, and programs, training and activities statistics, surveys and responses, and create and distribute periodic reports for related stakeholders. 
• Provide administrative support to Minitex Director and office/unit staff, such as drafting correspondences, creating and maintaining databases, spreadsheets and/or filing systems, making travel arrangements, planning and scheduling meetings, conferences and events, etc.
• Provide and oversee support for events and conferences, including, registration and logistics, contracts for facilities, booth, equipment, vehicle, and food.  Coordinate and execute purchases and related tasks.
• Oversee office supplies and inventories. Act as the liaison and contact for internal facilities maintenance and issues.
  Interpret and maintain administrative policies and procedures. 
• Evaluate administrative processes and make recommendations to improve workflow and efficiency.
• Provide lead responsibilities to include scheduling, training and directing the work of front office staff.
• Serve on various work groups and committees to improve processes and drive efficiencies.

Accounting and Finance Support, 30%

• Prepare, record, verify, and process for payment vendor invoices in the Enterprise Financial System (EFS) and respond to vendor queries.
  Coordinate vendor setup and maintenance in EFS.
• Maintain, analyze and reconcile accounts payable and/or accounts receivable ledger accounts with vendor statements. 
  Ensure adherence to accounts payable and/or accounts receivable policies and procedures, and ensure external and internal controls and policies are adhered to. 

Required:

• High School Diploma/GED and five years related experience to include project management.
• Coursework in a related field may substitute for some years of experience. 

Preferred:

• 2-Year Associate Degree 
• Ability to organize, prioritize, and coordinate workflow
• Strong written and verbal communication skills
• Proficiency in word processing, spreadsheets, databases, and PowerPoint
• Ability to handle multiple projects simultaneously 

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About University of Minnesota Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.
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