Executive Office and Administrative Specialist

Details

Posted: 15-Mar-24

Location: Duluth, Minnesota

Salary: 45,427.20 - 68,161.60

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 360160

Priority consideration for this position begins on March 14, 2024 and ends on March 21, 2024.
This position is a 100% time, continuous appt with a schedule of 8am-4:30pm (some room for minor flexibility)
The starting pay rate for this position is $21.84/hr.

The Executive Office and Administrative Specialist in the Department of Education in the College of Education and Human Service Professions (CEHSP) provides support to students, faculty, and departmental leadership. The responsibilities of this position include administrative and student support in undergraduate and graduate programs; department and Department Head support; data support; technology and purchasing; faculty hiring and recruiting support; and general office activities. This position also serves as the Graduate Program Coordinator. Collaboration with other units in the college and UMD include, but are not limited to, the Office of Accreditation, Licensure, and Field Experience (ALFE) and the UMD Graduate School. This position is directly supervised by the Department Head.  
Undergraduate Programs (25%)

• Data management and tracking in support of the Block Application admissions
• Student registration and permission number support
• Maintain student records and facilitate completion of key forms
• Update program websites
• Program Coordinator support

Graduate Programs (20%)

• Assist the Director of Graduate Studies (DGS)
• Serve as Graduate Program Coordinator
• Provide administrative support for the Community College Teaching Certificate
• Answer inquiries from prospective students and applicants
• Coordinate the admissions process
• Guide students through program, college, and university policies and procedures
• Track and review student degree clearance and coordinate with DGS, faculty advisor, and Registrarâ™s Office
• Create marketing materials, coordinate advertising, and host recruitment events

Department and Department Head Support (25%) 

• Provide administrative and logistical support for department, program, and governance meetings
• Coordinate departmental digital signage and social media
• Update and maintain departmental web pages
• Update signage and directories for departmental offices, order and maintain records of keys
• Facilitate work orders with Facilities Management
• Schedule meetings and manage Department Head calendar
• Administrative support for Department Head, including facilitation of forms requiring signature and assistance with tracking completion of required projects and tasks

Data Support (15%) 

• Coordinate with ALFE to ensure reports are collected in preparation for meetings
• Maintain and update key assessment chart and track faculty submission of key assessment data in Tk20
• Manage shared network and Google drives
• Assist with CACTE agenda and notes
• Manage department drawer in Perceptive Content

Technology and Purchasing (5%) 

• First level technical support for department faculty, including photocopier
• Purchase office supplies and other miscellaneous items

Faculty Hiring and Recruiting (5%) 

• Staff support to faculty search committees
• Post faculty positions and place advertisements
• Manage logistics of candidate visits and interviews

Other duties as assigned (5%) 
 

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. Experience with collaborative computer platforms and database navigation.

Preferred Qualifications

• Web page design
• Academic event planning

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