Executive Ofc and Admin Spec

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.
• At least 2 years administrative experience, supporting large department or working group, including finance and staff or customer support.
• Ability to work flexibly in an environment that is fast-paced with many priorities.
• Skills using software systems and databases for finance, customer/client support, and operations.
• Excellent written and verbal communication skills.
• Demonstrated commitment to advocating for an inclusive environment for all backgrounds and identities.
• Ability to collaborate effectively with people from a variety of communities, backgrounds, and identities.

Preferred Qualifications:

• At least 2 years administrative experience at an educational institution.
• Experience supervising staff.
• Ability to solve problems, organize workload, and manage multiple priorities.
• Demonstrated ability to work cooperatively and collaboratively with others.

Bargaining unit consideration begins on 4/13/26 and ends on 4/20/26.

Position Overview
The Department of Curriculum & Instruction Office Manager & Purchasing Coordinator assists the Department Administrator and Chair with leadership needs and has knowledge of multiple administrative areas, including finance, facilities, communications, student services, and academic issues. They lead department processes in finance and purchasing including expense reconciliation, contract and invoice processing, and purchasing for operations and events. The Office Manager manages the front desk and main department offices by recruiting, hiring, training, supervising student staff for both Peik Hall and Learning & Environmental Sciences (LES).

This position is a 12 month, Labor Represented position and reports to the Department Administrator.

The University of Minnesota encourages a healthy work life balance for employees. CEHD is committed to an excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve. Flexible work arrangements may include flexibility in schedule and/or work location. Please note that 100% remote work requires approval prior to offer.

The budgeted salary range for this position is $26.44-$29.81/hr. Final salary offers are dependent on the candidate's experience, skills, and internal equity within the department.

Schedule: Monday through Friday, 8:00 a.m. - 4:30 p.m.

Visa Language: Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

Job Responsibilities

Office management and student staff supervision (40%):

• In order to provide high level support to department stakeholders, this role will need to be in department offices daily. The specific schedule for daily in-office expectations will be set with the supervisor.
• Provide department support to all staff, faculty, and students.
• Primary ownership over front office functions, supplies, and spaces for both department locations in Peik Hall and LES.
• Develop and oversee administrative workflow for front office.
• Ensure front desk is staffed. Hire, train, direct, and supervise all front office student staff; develop processes and projects for staff.
• Serve in front desk role in absence of student staff.
• Train front office staff in appropriate and accurate communications with prospective students.

Purchasing coordination and financial support (30%):

• In collaboration with Department Administrator, develop, maintain, and train department members on internal processes to ensure accurate and timely purchasing, contracts, and payments.
• Maintain high-level knowledge of financial policies to support department financial processes, including the chart of accounts. Maintain knowledge of purpose and needs for sponsored projects, external sales, Foundation and other funding sources; collaborate with faculty regarding financial and administrative needs for projects.
• Act as department finance liaison to college and university groups.
• Procure goods and standard services with preferred university suppliers, through appropriate mechanisms such as departmental corporate credit cards, purchase order (POs) requests, and contracts; coordinate with applicable college and university units including CEHD Financial Services Office (FSO), Finance Operations Center (FinOps), External Sales Office (ESO), and Office of General Counsel (OGC).
• Substantiate expense transactions through timely and routine reconciliation, source documentation/receipts, use of appropriate allocations/budgets/accounts, and ensure applicable approval documentation (unit, college, and institutional delegations of authority); submit for enterprise financial system (EFS) processing.
• Initiate supplier payments, billings to external and internal customers, and receiving purchases.
• Prepare supporting documents to request payments for research consultants, guest speakers, and student awards; ensure appropriate approvals and expense allocation; coordinate with unit leaders and college finance staff as appropriate.
• Ensure supporting documentation is maintained, filed, and archived per university policy and accessible upon audit requests.
• Support faculty and staff navigating the University reimbursement processes and related policy/procedure to ensure timely substantiation of expenses, reconciliation, and submission of requests.
• Facilitate contract development and coordinate required review and approvals per University and CEHD policies for contracts e.g. professional services, internal or external sales, required purchasing thresholds, etc.
• Complete training and continuing education as required by departments, College, and University to stay up-to-date on purchasing and contract policies, procedures, and requirements.

Department support (25%):

• In the absence of the Department Administrator, and as directed by the Department Chair, attend leadership meetings and provide guidance to Chair.
• Analyze, make recommendations, and lead process improvement measures for effectiveness of department operations, finance, and facilities.
• Attend regular department meetings and other meetings as needed.
• Maintain finance and office information on department intranet; create and distribute documentation and training processes to faculty and staff.
• In collaboration with Student Services Specialist, develop and maintain catalog of responses for more than 30 academic programs and general troubleshooting.
• Participate in department, college, and university activities and committees as appropriate.

Facilities Support (5%):

• Report and track maintenance requests to Facilities Management for the Department of Curriculum and Instruction.
• Update building directory annually.
• Serve as department contact for facilities reservations.

The College of Education and Human Development (CEHD), the University's third largest college, contributes to a just and sustainable future through engagement with the local and global communities to enhance human learning and development at all stages of life. We know diversity is necessary to do our best work and foster our humanity. That’s why the CEHD community is collectively dedicated to cultivating an inclusive and equitable environment, embracing and celebrating all identities of our students, staff, and faculty. These values are also a moral imperative requiring continuous proactive measures and a firm stance against prejudice, discrimination, and systemic injustice.

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).