Shire Jobs

Apply for Job Job ID365327 LocationAll Other -See Job Description Job FamilyLR-Clerical Full/Part TimeFull-Time Regular/TemporaryRegular Job Code1885 Employee ClassAFSCME Unit 6 - Clerical Add to Favorite Jobs Email this Job About the Job Working Title:Extension Regional Office Administrative Assistant Appointment: Executive Office & Administrative Specialist (1885), AFSCME Clerical Office Location: Brainerd Regional Office Hours:Within 7:30am to 5:00pm (M-F); Hybrid flexible work options Wage Range:$22 - 26 per hour; Depending on qualifications U of M Benefits: Full University of Minnesota Benefits Reports To:Regional Director Apply By:November 7, 2024 ABOUT THIS POSITION This is a vital administrative support position that is key to the daily program and administrative office operations of the Extension Regional Office, which supports regional and statewide program delivery. They interact frequently and collaboratively with other Extension regional and county office staff across the region and state. Job Duties and Responsibilities: Communications Support55% In collaboration with department and dean's office communicators: Attend monthly Extension communicators' meetings, monitor communicators' group electronic messages, and provide regular updates on communications projects to center and dean's office communicators Update and coordinate local news media information and distribution lists Understand and apply accessibility standards to communication materials Review and proof educator-created documents for accessibility, formatting, and copy editing Build email lists and distribute information via Salesforce Marketing Cloud (SMC) Use Extension internal systems to keep stakeholders informed Use Extension templates to create handouts, displays, presentations, newsletters, reports, and brochures that enhance and promote Extension educators' work and comply with Extension brand standards Gather and format information for newsletters and emails using SMC Promote Extension's central messages and communication tools such as Answer Line and Farm Information Line Field Leadership20% Coordinate logistics for meetings in person, virtual and hybrid Assist in assembling and preparing agendas, supporting materials, and follow-ups for meetings Secure and/or prepare quarterly budget projections, reports, and recommendations Monitor office/program budget and expenditures Assists with maintaining communications to key audiences (database management, communication management) Assist with projects, events, office organizing, and other administrative tasks General Office Support25% Greet walk-in traffic, answer phone calls, and respond to inquiries and online communication Maintain equipment, including loaner inventory, workroom, office supply inventory, and make necessary purchases. Handle the office mail system, including maintaining the postage meter. Work with vendors, including obtaining estimates for office supplies, equipment, and services. Schedule/maintain the schedule for office meeting rooms and public access to technology.Maintain and report problems with Regional Office conference room technologies. Maintain documents with office operations and policies, including the staff directory, office space map, evacuation procedures, etc. Maintain the filing system for historical records and disposal, civil rights, etc. Orient new and existing employees on office hardware and practices (i.e., mail, keys) Serve as the county connection to support phone book listings, signage, University branding, etc. As requested, assist with projects and events; this may include making copies, arranging for food, securing a venue, or other logistics tasks Use a purchasing card to make purchases (e.g., conference registrations, supplies, meeting catering, and room reservations) and reconcile the P-card Prepare deposits for Extension programming, refunds, and other income received Check out the credit card machine and compile the related paperwork to forward to the regional merchant manager Collect employment paperwork for local and regional employees Qualifications Required Qualifications: Four years of experience in an office setting and/or a combination of relevant experience and post-high school education and/or training to include: Advanced experience with Microsoft (Word, Excel, etc.) and Google Suite applications (Google Docs and Sheets, Google Drive, etc.) and internet browsers and searches Experience formatting, drafting, or writing routine to complex correspondence, reports, and meeting materials Ability to work in and with diverse groups and underrepresented populations and communities Excellent written and oral communication skills Skilled at working with details, managing workflow, and meeting deadlines Customer service experience Working ability to perform tasks involving prolonged work on a computer; and lifting, carrying, bending or twisting with occasional exertion of up to thirty pounds of force. Additional Requirement: Valid driver's license and access to vehicle with required insurance to conduct day-to-day business, including bank deposits, the post office, picking up food for meetings, etc.; may also travel to provide on-site support for events. Must have reliable internet if/when working outside of assigned office location. Must be able to work regularly at a dedicated/assigned Extension Office. Typical work hours will fall between 7:30 am and 5 pm, with occasional requirements for evenings, weekends, and overtime. Preferred Qualifications: Experience setting up in-person and virtual meetings and coordinating small events Expert-level customer service skills, including both in person, on the phone, electronically, and virtual Excellent organization and filing system skills Experience supporting more than one professional at a time and prioritizing work Excellent interpersonal skills; willing to work as a team to complete projects Knowledge and understanding of financial policies and procedures Experience handling sensitive and confidential information Proofreading experience Experience with AP style About the Department ABOUT EXTENSION University of Minnesota Extension is a major outreach arm of the University of Minnesota with a mission to serve the public through applied research and education. Our mission is to make a difference by connecting community needs and University resources to address critical issues in Minnesota. Extension strives to attract and retain high-quality, passionate employees, and weave diversity, equity and inclusion into all aspects of Extension's programming and employee engagement. Find further information at https://extension.umn.edu/. Benefits Working at the University At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work. The University also offers a comprehensive benefits package that includes: Competitive wages, paid... 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.