Office Manager

About the Job

The Center for Applied Research and Educational Improvement (CAREI) seeks a proactive, highly organized, and experienced Office Manager to conduct daily administrative and operational functions that support the Center's mission and initiatives.

This position plays a central role in ensuring efficient office operations within a fast-paced, collaborative environment. Primary responsibilities include purchasing, billing and financial support, human resource coordination, scheduling, event planning, maintenance of supplies and equipment, and other general administrative support. The Office Manager also serves as the primary liaison with University partners, including CEHD Finance and Human Resources, IT, Facilities, and External Sales.

The ideal candidate is a self-starter who is detail-oriented, adaptable, solutions-focused, with the ability to independently manage multiple priorities while maintaining a high level of professionalism and customer service. Strong communication, organizational, and problem-solving skills are essential, as this role serves as a key point of coordination among CAREI leadership, staff, students and external partners.

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 $30.69 - $33.14 per hour. Final salary offers are dependent on the candidate's experience, skills, and internal equity within the department.

Work schedule: Monday - Friday, 8:00 - 4:30 pm; occasional evening and weekend work as needed. 40 hours/week. No overtime.

Bargaining unit consideration begins on June 5, 2026 and ends on June 11, 2026.

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 (35%)

• Oversee daily office operations, including organizing, maintaining, and ordering supplies and equipment (e.g. computers, software licenses, printer/copiers), preparing mailings and/or shipments, and supporting overall office functionality.
• Provide administrative and operational support to leadership, staff, students, contractors and clients in support of CAREI's mission and goals.
• Coordinate with CEHD IT, OIT, and Networking and Telecommunications Service (NTS) to address technology, internet, telephone and access-related needs, including equipment purchasing and setup.
• Serve as a primary point of contact for CAREI projects and programs, triaging communication and responding to inquires as appropriate.
• Facilitate consistent internal communications that support a collaborative and well-informed work environment.
• Monitor departmental emails and manage shared Google Drives and listservs.
• Prepare printing requests, photocopying, and other document production activities.
• Serves as the Department Access Coordinator (DAC) and Department Facilities Representative (DFR), including managing keys assignments, building access, and facilities work orders to maintain the physical office space.
• Coordinate space management activities, including maintaining calendar for conference rooms and preparing workspaces for new employees.
• Support Center events by coordinating space, equipment, catering, travel arrangements, and other logistical needs.

Financial Support (35%)

• Serve as the department purchasing specialist by processing all purchase requests and expenses; initiate, monitor, and document purchases and recurring charges using a University purchasing card, invoice payment, or purchase order.
• Resolve billing discrepancies and ensure accurate cost allocation.
• Use working knowledge of University and CEHD policies and procedures to advise staff on transaction level financial processes, including assisting with purchases (e.g. travel, conference registrations, etc.), expense reimbursements, and other financial approvals and documentation.
• Perform initial review of financial documentation for completeness, accuracy, and policy compliance; communicate with staff to resolve discrepancies or missing information.
• Support the preparation and administration of internal and external sales contracts, maintain contract records, and process and track invoices.
• Coordinate supplier setup and contracts for professional services.
• Route invoices for approval and payment processing.
• Act as a liaison to the CEHD Finance Services Office regarding purchases, reimbursements, and financial processes; coordinate with CAREI Finance Professional to setup account chart strings.
• Complete additional financial projects and duties as assigned.

HR Coordination (20%)

• Partner with the Director of Operations to advise CAREI leadership team and supervisors on HR hiring policies, procedures, and practices.
• Enter TDX tickets for job postings, background checks, employee hires, and employment status changes.
• Conduct I-9 employment verifications.
• Support employee onboarding and orientation activities.
• Organize and maintain departmental HR records and files.
• Complete additional HR-related tasks as directed.

Administrative Support (10%)

• Assist Director and leadership team with scheduling needs.
• Coordinate internal meetings, handle agendas, track action items, and record meeting minutes.
• Cultivate and maintain strong working relationships with colleagues across the University to support effective communication and information sharing.
• Attend relevant CEHD meetings, brief CAREI leadership on key updates, and implement procedural or operational changes as needed.
• Gather, interpret, and compile data for University and external reports.
• Organize and maintain CAREI records and filing systems.
• Maintain and update CAREI Policies & Procedures document updated and keep staff informed of updates.
• Provide support as needed to Director and leadership, including meeting preparation, proof reading and editing, formatting reports, and other logistical coordination.
• Perform other duties as assigned.

Qualifications

Required Qualifications:

• High School Diploma/GED and four (4) years of related office experience. Relevant training and education may be substituted for some of the years of experience.
• Previous experience in office management, administrative support, or related field.
• Excellent interpersonal skills with the ability to collaborate effectively with people from a variety of communities, backgrounds, and identities.
• Strong organization skills and attention to detail.
• Demonstrated dependability, accuracy, initiative, and problem-solving skills.
• Proficiency with Microsoft Office, Google Suite, and Zoom.
• Experience supporting financial processes such as purchasing, budgeting, expense reconciliation, accounting, or financial analysis.
• Experience supporting HR-related functions in one or more of the following areas: recruiting, personnel administration, leave management, appointment processing or payroll administration.
• Ability complete University of Minnesota financial and HR systems training within three months of hire.

Preferred Qualifications:

• Demonstrated ability to handle sensitive and confidential information with professionalism and discretion.
• Experience with University of Minnesota systems and tools such as PeopleSoft, EFS, HRMS, UM Reports.
• Project management or project coordination experience.
• Proven ability to work independently with strong initiative and sound judgement.
• Excellent written communication and documentation skills.
• Demonstrated ability to manage multiple competing priorities and deadlines in a fast-paced environment while maintaining accuracy, responsiveness, and strong follow-through.
• Ability to independently identify problems or process improvements, gather and evaluation information, and recommend solutions to leadership.

About the Department

CAREI is a well-established college-wide center that serves as the link between research and practice in Minnesota schools PreK-16 and other agencies interested in applied educational and social science research. CAREI's mission is to maximize wellbeing in schools, families, and communities. Our vision is to become the premier hub for making research accessible and actionable to ensure equitable outcomes.

The College of Education and Human Development (CEHD), the Universitys 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.

Pay and Benefits

Pay Range: $30.69 - $33.14 per hour; 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.

Required application materials: resume and cover letter.

Position open until filled.

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.

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), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.