Executive Office and Administrative Specialist

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.
Computer experience required.
Preferred Qualifications Some knowledge of or interest in music.
Bargaining Unit Consideration begins on February 6, 2024 and ends on February 13, 2024.
This is a 10 month, 100% time, continuous position.
The pay rate for this position is $21.
84, and the work hours are 7:30am-4pm M-F.
This position is located in the Department of Music at the University of Minnesota Duluth.
The employee provides administrative support for 8 music major programs and 2 minor programs and 30 staff/faculty in the department.
Job Duties Departmental contact person and student/faculty/staff support (50%) Answer inquiries in person, via email, and over the telephone.
Problem solve for students & parents, faculty & staff.
Secure keys for all music rooms, order for faculty, students and staff as needed, track and return.
Assist students with their key deposits and locating the proper practice rooms that are needed.
Assist students with their concert cards and explanation of what is expected for tracking purposes.
Aid students in finding classrooms, practice rooms and instructor offices when needed.
Room reservations for meetings, juries, classes etc.
(manager of 12 calendars within the department).
Update calendars with academic dates.
Onboarding of new faculty/staff.
Travel arrangements for guest artists, guest instructors etc.
(includes airline arrangement and hotel bookings).
Updating UMD Music directory so it stays inclusive with the website and current with department staff and instructors.
Update staff and student handbooks yearly.
This includes making sure all links provided are accurate and changing any needed information.
Space inventory is taken yearly and communicated to the CAHSS Dean’s Office.
Placing all events from Weber calendar into the tentative event calendar for the upcoming/current year.
Create, edit, print and fold programs for any UMD Music event taking place in Weber or MPAC.
When programs are complete, deliver to the Weber coat room and notify the performers and other UMD personnel.
Manage music fac Google Group and edit as need be.
Work with transportation/parking office on retaining 5 parking passes for the department for guests as needed.
Send emails as needed to music student body.
Assist with student recruitment, as needed.
Coordinate with Dean’s Office HR/Payroll requests, including lessons.
Coordinate hiring of departmental student employees and approve timesheets, as needed.
Maintain and update student records (20%) Track advisement & registration & accepted student numbers.
Review and track students for; department honors, portfolio reviews, & graduation.
Assist with student advising; assign and maintain faculty advising list, assist with advising questions including completing APAS amendments.
Assist with removing advising holds.
Adding student’s permission to courses when needed.
Run grade submission reports and the end of each semester and communicate with staff if need be.
Run class roster reports to make sure capacity numbers are correct.
Coordinate with CAHSS Scholarship Administrator.
Track acceptances or declinations and dates.
Communicate with advising office about suggested courses for scholarship recipients.
Enter student emails, current GPA’s or any additional information into scholarship spreadsheet on the google drive Input and maintain class schedules (20%) Enter scheduling information in PeopleSoft per deadlines.
Running class schedule summary reports before each semester to make sure assignments, classrooms, offer times etc.
are all correct.
Check for duplicates.
Avoid conflicts for majors in each year of their programs, as well as accommodating faculty.
Assist in preparation of curriculum proposals, track progress and retain records.
Keep records of syllabi for each course, & provide to students upon request.
Maintain all syllabi on google drive and make accessible for all in department.
Request changes as needed with the Office of the Registrar and communicate with students/instructors Additional Duties (10%) Maintain paperwork for searches, including tracking applications, sending correspondence, and arranging flights etc.
for campus interviews.
Take minutes at department meetings.
Order needed office and classroom supplies as needed/requested.
Weekly check on the practice rooms for cleanliness and possible broken items (benches, stands, chairs etc.
) Go through classrooms in May and remove unnecessary/broken items.
Assist Weber staff with inventory of chairs and stands in May.
Assist with honor events for registration and money collection.
Coordinate with CAHSS Dean’s Office finance staff, as needed.
Attend staff meetings and take minutes.
Update display cases with posters, announcements or other materials on a regular basis.
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: https://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.
University of Minnesota, Duluth (UMD) The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.
S.
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Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university.
A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs.
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