Executive Office and Administrative Specialist

About the Job

Playing a pivotal role within the CFANS community, the Executive Office and Administrative Specialist is instrumental in ensuring the seamless operation of the CFANS Advising Center

and providing vital support to the CFANS Student Services Staff. Focused on office management, this position encompasses the management of daily administrative functions, the maintenance of well-organized office systems, oversight of student employees within the Advising Center, and direct assistance to the Student Services staff as required.

This role demands a high level of organizational skills, attention to detail, and effective communication to uphold the functionality of the Advising Center and enhance the quality

of support provided to students, faculty, and staff within the College of Food, Agricultural and Natural Resource Sciences.

This position is temporary (for up to one calendar year) and is labor represented (AFSCME Locals 3800 and 3801 Council 5, AFL-CIO).

Bargaining unit consideration begins on 10/23 and ends on 10/30

40 hours per week; Monday - Friday, 8:00 - 4:30 pm

No weekend, overtime, or consecutive Sunday work are conditions of employment.

This position is primarily in person, with the opportunity to work remotely one day per week.

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

Principal Duties and Responsibilities

CFANS Advising Center Reception and Office Management (35%)

Provide inclusive reception services to all visitors to the Advising Center

Oversee day-to-day office operations

Provide solutions to challenges and implement efficient procedures

Handle incoming calls, emails, and correspondence

Distribute Student Services mail

Maintain and update office records, process job aid documents, and databases

Manage Advising Center drop-in appointment communications and calendar

Create and manage digital signage content for lobby, acting as Content Administrator

Schedule appointments, meetings, and events

Coordinate and maintain office supplies and equipment, arrange for repair and maintenance as needed

Maintain a clean and organized environment in 130 Office Suite, first floor conference rooms, and Student Services Storage Room

Assist with onboarding of new Academic Advising Center staff

Oversee annual review of building safety and active emergency procedures

Monitor and conduct periodic review CFANS website for Student Services-related updates, work closely with CFANS Communications to implement updates

Academic and Student Records Coordination (35%)

Process student record updates for leave of absence, return from leave of absence, reinstatement, major/minor/track updates, advisor assignments, retroactive credit, credit limit increase, and one-time late withdrawal

Manage electronic filing systems

Manage in-house CFANS forms, monitoring them for accuracy and ease of use

Assist the Student Services Coordinator in the coordination of the Academic Standing and Degree Clearance processes

Process degree clearances for a portion of the CFANS undergraduate population; ensure that accurate and complete student records are maintained and that students complete college requirements.

Coordinate the organization of special events or projects as assigned by supervisor and the Director of Advising

Provide support for collegiate events as needed

Collaborate with other departments for seamless workflow

Serve as the Key Contact (data custodian) for CFANS, reviewing and processing access requests to student records systems based on job-specific needs

As requested, conduct review of all faculty and staff who have access to the various systems to maintain proper security to private student data in Campus Solutions and other student records systems, and to comply with internal audit requirements

Supervision of student employees (20%)

Recruit, interview, and hire a diverse group of student employees

Facilitate the onboarding and training process for new hires

Develop student employee materials and maintain up-to-date information

Assign tasks and projects to student employees

Monitor and supervise their work to ensure quality and efficiency

Create and manage work schedules for student employees

Ensure adequate coverage during peak times, staff desk as needed

Collaborate with students to set performance goals

Offer guidance on professional and soft skills

Recognize achievements and address areas for improvement

Facilitate team meetings to discuss goals and expectations

Ensure that student employees adhere to workplace policies

Review and approve timecards

Administrative support to the Assistant Dean for Student Services and

International Programs (10%)

Provide support for Undergraduate Policy and Review Committee (UPRC), including scheduling and attending meetings and retreats, and recording meeting minutes

Provide support for the Undergraduate Research Opportunities Program (UROP) and Research Apprenticeship Program (RAP), including managing processes, scheduling and attending meetings and programs, and recording minutes

Provide support for Student Scholastic Standing Committee (SSSC), including managing information and student-related administrative forms, scheduling and attending meetings, and recording meeting minutes

Qualifications

Required qualifications:

High school diploma/GED and four years of related office experience

Detail- and customer-service oriented

Effective problem-solving skills

Strong interpersonal, written, and verbal skills

Strong sense of accountability and reliability

Demonstrates initiative and is able to be self-directed

Experience supervising a front desk support team

Preferred Qualifications

Bachelors Degree

Experience using technical tools such as PeopleSoft, APLUS, Google Suite, and Zoom

Ability to multitask

Pay and Benefits

Pay Range: $24.81 - $25.79; depending on education/qualifications/experience

Time Appointment: 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

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 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 jobcentr@umn.edu.

Priority Deadline Note: The application review will begin on November 4th.

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 nations 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.