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Apply for Job Job ID363853 LocationTwin Cities Job FamilyAdministration-General Full/Part TimeFull-Time Regular/TemporaryRegular Job Code8208A1 Employee ClassCivil Service Add to Favorite Jobs Email this Job About the Job Are you great with details? Do you love building and supporting a streamlined system? And, most importantly: Would you like to put your abilities to work helping to build a more equitable, just, and sustainable future? The University of Minnesota's Institute on the Environment (IonE) is an interdisciplinary institution that works to accelerate sustainability through collaborative research; leadership and education programming; and public-interest storytelling and communications. This job posting is for an administrative coordinator in the Research & Knowledge Initiatives (KI) team. We're looking for a resourceful, proactive, creative, and organized colleague, who would enjoy being an integral part of a team of professional research scientists, postdoctoral scholars, and students, supporting our collective work and impact. In this administrative and operational role, you'll... Continuously improve program area operations, processes, and workflows, including financial transactions, contract management, and HR processes Coordinate and refine the systems, platforms, and resources to strengthen teamwork and organization-wide collaboration Provide proactive and solution-oriented administrative and executive assistance to the group director, including complex calendar management Coordinate logistics, communications, and technology for meetings, workshops, and events (in-person, hybrid, and virtual). You might thrive in this role if you enjoy setting up and improving systems; proactively coordinating and driving results for a range of administrative priorities; and working in collaboration with colleagues in a fast-paced environment. Experience integrating - or a desire to learn how to integrate - diversity, equity, inclusion, and justice in your work is also essential, as environmental/sustainability work requires these lenses, and every team at IonE has a role to play in our DEIJ action plan. We are looking for someone who understands and appreciates the behind the scenes and sometimes invisible work that it takes to run complex and collaborative activities both within a program and across the organization. While serving the KI team, you will have the opportunity and responsibility to be part of the life of the entire Institute through attending monthly all-staff meetings, contributing your skills across IonE when requested, and being part of an administrative team. This role supports researchers and research initiatives and collaborates across IonE's Admin & Operations team. Salary and Benefits: The starting range for this position is $48-52K, with UMN civil service employee group benefits. There are opportunities to learn more sophisticated skills on the job; for eligibility in the higher end of the range, demonstrated skills across the core principal duties would be expected. More Details & Working Conditions: Our offices are in St. Paul, MN, and you will be eligible to work remotely 1-2 days per week, in accordance with our flexible work guidelines. This position requires occasional work outside of regular hours, in order to support events and convenings. We encourage applications from individuals who belong to groups that have been historically underrepresented in environmental work and in academia, including those who are Black, Indigenous, and people of color, those with disabilities, and those from LGBTQIA+ communities. IonE offices and meeting spaces are accessible, and the building has accessible gendered restrooms on-site. Non-gendered restrooms are accessible through the tunnel system but would not be considered convenient for regular daily use. Principal Duties and Responsibilities The duties listed below are not exhaustive and may evolve and shift with the organizational priorities; percentages repre ent expected averages over several weeks instead of a strict week-to-week allocation of time. All work is expected to integrate IonE's DEIJ values and implement community norms or explore creative administrative solutions to advance the DEIJ action plan. Program Admin & Operations - 30% This category is about facilitating processes and transactions that require collaboration with our admin and operations team members. Coordinate team financial transactions, including making purchases, tracking expenses and/or budgets (as assigned), and processing payments Support relationships with contractors and external vendors, including setting up contracts, tracking deliverables, and submitting invoices Serve as primary contact for HR related matters, as it relates to hiring, onboarding, and offboarding. Facilitate HR processes, including coordinating hiring processes and candidate communications, onboarding new team members, and setting up goal-setting and review cycles Identify and investigate problems as they arise; analyze relevant data and consult with others to design solutions, then implement approved solutions. Assistant to the Director - 30% This category includes the ways you'll support the team director's work. Communicate near-daily on work priorities and support fast-turnaround needs that emerge Meet weekly with the director to proactively and efficiently review upcoming activities, prioritize tasks, and help effectively manage their workload Manage the director's calendar by scheduling complex meetings and events, coordinating with internal and external stakeholders, prioritizing inquiries and requests, resolving calendar conflicts, and ensuring materials are prepared in advance. Assist with drafting and managing correspondence and follow-up Make occasional travel arrangements, coordinating bookings and expense reports Other duties as assigned Program Area Coordination - 20% This category of work is about coordinating teams and processes that make our research team more efficient and effective. Coordinate program-area meetings, including scheduling, making agendas and coordinating with facilitators, sending reminders, taking notes, and following up on action items Manage, evaluate, and modify filing systems, make recommendations and modify/create workflows for KI administrative processes and procedures to enhance efficiency and effectiveness consistent with IonE and UMN policies and best practices Identify gaps and inefficiencies in KI administrative policies/business procedures; research solutions; draft clear, concise department policies/business procedures to align with KI objectives and priorities Manage KI space, including visiting offices, and manage IonE event space to ensure that it is welcoming and accessible to employees and guests, including set up/take down Manage shared Google drives; monitor, sort, and prioritize incoming emails in shared accounts; and manage Basecamp projects and templates Collect data and compile reports on KI activities and outcomes Supporting basic website updates (e.g., staff pages, programmatic web pages) Assist team members with connecting to IT support and... For full info follow application link. 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.