Administrative Associate (# 375654)

Job ID: 375654

About the Job

The Administrative Associate is a professional administrative
position responsible for coordinating and implementing administrative operations and project support for an office serving the Vice
President for Strategic Initiatives, Vice President for Strategic Enrollment Management, and project management staff. The position
coordinates assigned administrative workflows, project administration activities, reporting processes, operational support functions, budget
and procurement support, and communications workflows that advance University-wide strategic initiatives guided by the University’s
strategic roadmap.

Working under general direction, the Administrative Associate develops, maintains, and oversees assigned
administrative and operational workflows to ensure projects, meetings, communications, and office operations are effectively coordinated and
completed. The position identifies operational needs, gathers and organizes information to support leadership decision-making, recommends
improvements to administrative processes, and manages assigned responsibilities from initiation through completion. Through strong
organization, sound judgment, and collaborative relationships, this role serves as a central administrative resource supporting the office’s
operations and strategic initiatives while contributing to efficient office operations, effective project coordination, consistent
administrative support, and clear communication across University partners.

Please note, this position is not eligible for H-1B or
Green Card sponsorship. This position does not offer a STEM OPT training program. A typical work week will be Monday-Thursday in person /
office. Fridays can be hybrid.

Job Duties

Project Administration & Operational Coordination
(40%)

• Develop, maintain, and oversee administrative and operational workflows for assigned office functions and projects, including
  meeting preparation, reporting timelines, request routing, follow-up procedures, and related business processes. Monitor workflow
  effectiveness and recommend improvements to increase operational efficiency, consistency, and information management.
• Maintain
  project tracking, information management, CRM, and related office systems, including project plans, timelines, issue logs, decision records,
  action item tracking, shared documentation, and other project resources to ensure information remains accurate, organized, current, and
  accessible.
• Identify project and operational reporting needs by gathering, comparing, organizing, and summarizing information to
  support leadership briefings, internal reports, project updates, recommendations, and decision-making.
• Coordinate administrative
  planning for assigned office projects and support execution of project activities to meet established timelines, procedures, deliverables,
  and office priorities.
• Coordinate administrative support for leadership meetings, retreats, working groups, campus and systemwide
  convenings, and other strategic initiative projects by ensuring logistical details, supporting documentation, and follow-up activities are
  completed.
• Implement and coordinate the administrative components of communication and outreach activities for assigned projects,
  meetings, campus or systemwide convenings, and stakeholder groups, including developing distribution lists, timelines, materials, and
  follow-up communications.
• Support staff training and onboarding related to shared systems, templates, project trackers,
  administrative workflows, and office procedures, coordinating with service owners or University partners as appropriate.
• Act as a
  representative of the office on assigned administrative, operational, or project-related matters, coordinating information and
  administrative processes with internal and external partners as directed.

Administrative Operations & Executive Support
(30%)

• Provide professional administrative support to the Vice President for Strategic Initiatives, Vice President for Strategic
  Enrollment Management, and project management staff.
• Coordinate executive scheduling priorities and meeting logistics for the Vice
  Presidents by balancing competing priorities, coordinating schedules across multiple stakeholders, resolving scheduling conflicts,
  anticipating preparation needs, and ensuring timely follow-up on assigned actions.
• Coordinate the preparation, organization, and
  distribution of meeting agendas, background materials, executive briefings, presentations, reports, project updates, summaries, action
  items, correspondence, and other printed or digital materials.
• Develop, establish, and maintain formatting, production, and document
  management standards that promote consistency, accuracy, accessibility, and professional quality across office communications and
  materials.
• Coordinate and edit documents, presentations, reports, project updates, correspondence, briefing materials, and other
  communications for completeness, consistency, formatting, and accuracy.
• Manage the routing of incoming requests, project
  documentation, meeting materials, and related information to appropriate staff members while monitoring progress to support timely review
  and follow-up.
• Coordinate administrative budget, purchasing, procurement, facilities, and compliance support processes, including
  tracking expenses, preparing supporting documentation, coordinating approvals, maintaining records, and monitoring activities in accordance
  with University policies and procedures.
• Contribute to a collaborative, team-oriented office environment by serving as a central
  administrative resource, remaining composed during high-pressure situations, adapting to changing priorities, supporting multiple concurrent
  initiatives, and facilitating effective communication across the office and with University partners.

Office Operations, Meeting &
Stakeholder Support (30%)

• Provide professional, responsive support for scheduled guests, meeting participants, University partners,
  and others engaging with the office, ensuring interactions are handled with professionalism, discretion, responsiveness, and attention to
  detail.
• Coordinate and implement assigned daily administrative operations of the office with a focus on organization, efficiency,
  responsiveness, and high-quality service to University leaders and partners.
• Collaborate with other members of the Office of the
  President to ensure leaders and staff are prepared for meetings, scheduled guests, campus visits, and other office activities by
  implementing administrative processes that support successful execution.
• Liaise with administrative and operational staff across the
  University to coordinate information, facilitate communication, and support collaborative administrative processes.
• Coordinate with
  Facilities Management, technology support, procurement, finance, and other University partners to resolve routine operational needs and
  maintain efficient office operations.
• Develop, maintain, and organize office filing systems, digital records, shared folders,
  templates, project documentation, and materials requiring retention to ensure information is organized, accessible, and maintained according
  to University practices.
• Maintain the office’s physical environment to professional standards and implement administrative processes
  that support meeting readiness, workspace organization, office supplies, and general office
  operations.

Qualifications

Required

• BA/BS degree or a combination of related
  education and work experience to equal four years.
• Experience providing administrative, operational, executive, project, or
  service-oriented support in a professional environment.
• Experience coordinating calendars, meetings, logistics, materials, and
  related follow-up activities.
• Experience maintaining administrative or project workflows, including tracking deadlines, organizing
  records, and keeping information accurate and current.
• Proficiency using common office productivity, electronic calendaring, virtual
  meeting, document-management, and shared-file tools, such as Microsoft Office, Google Workspace, and Zoom.
• Demonstrated written
  communication and document-production experience, including preparing, proofreading, formatting, organizing, or maintaining professional
  materials.

Preferred

• Experience supporting senior leaders, project teams, committees, working groups, or
  cross-functional initiatives, including coordinating complex calendars, meetings, and follow-up activities.
• Experience supporting
  project management, event coordination, retreats, campus visits, or large meetings involving multiple stakeholders.
• Experience
  organizing meeting materials, maintaining shared documentation, tracking action items and deadlines, and coordinating follow-up across
  multiple individuals or units.
• Experience gathering and organizing information and preparing reports, briefings, presentations,
  project updates, operational summaries, or other materials used to support planning and decision-making.
• Experience using
  project-tracking, CRM, database, or workflow-management systems such as Smartsheet, Asana, Salesforce, or similar tools.
• Experience
  supporting budget, purchasing, procurement, vendor coordination, travel, expenses, facilities, compliance, or financial-tracking
  processes.
• Experience working in higher education, government, healthcare, nonprofit, or another complex organizational environment,
  particularly in strategic initiatives, planning, policy, academic administration, enrollment management, or executive
  communications.
• Experience managing multiple concurrent priorities, coordinating time-sensitive work, and adapting to changing
  deadlines.
• Experience exercising judgment, discretion, and professionalism when responding to competing priorities, complex
  requests, confidential information, or sensitive situations.

Pay and Benefits

Pay Range:
$55,000 – $65,000; depending on education/qualifications/experience

Time Appointment: 100% Appointment, 12
month

Position Type: Civil-Service

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.

The application review will begin on Friday, August 28. In order to be
considered for the position, a Resume and Cover Letter are required when submitting an application.

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.

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