This position is located in the School of Architecture supporting 16 full-time faculty and approximately 50 part-time adjunct faculty members. The School's active enrollment includes 500 undergraduate students and 125 graduate students. The position serves as the first point of contact in the front office providing a wide range of services supporting instructors in the school. The position is the designated staff support for the undergraduate programs, provides reception, studio coordination and backup to other school staff. This position also supervises two undergraduate administrative positions. We are committed to attracting candidates from historically underrepresented groups knowing that diversity enriches the academic experience and provides a knowledge base for innovation. This is a 100%, 12 month, continuing Labor Represented appointment.
Office Operations/Receptionist and Student Worker Supervision, 25%
Create a welcoming environment by providing quality service to students, faculty, staff and other constituents from diverse backgrounds in person, and via phone and e-mail interactions. Serve as the point person and resource for general informational questions.
Implement and maintain office procedures to facilitate efficient and effective work flow.
Maintain supplies and supply room for department administrative offices, ordering as needed.
Oversee and prepare mailings and FedEx/UPS shipments; sort department mail.
Assign keys and collect deposits; order new keys & locks when needed; maintain information.
Serve as maintenance operator for copier, fax machine and other office equipment; resolve equipment problems or arrange for repair when necessary; train staff on equipment policies and procedures.
Supervise undergraduate student workers: Hire, train, coach, evaluate, manage performance and discipline, etc.
Faculty Support, 25%
Oversee, provide and handle clerical and administrative support activities, including photocopying and scanning; preparing and editing documents for faculty and staff; printing and miscellaneous database projects.
Assist with planning School of Architecture events, handle logistics and set up event(s) including travel arrangements and accommodations for guests; room scheduling; meal arrangements; etc.
Respond to requests for information by researching and compiling information.
Coordinate course-related activities; eg: bus charters, fleet services, etc.
Coordinate scheduling for conference rooms and review spaces.
Handle logistics for end of semester reviews and manage the student evaluation of teaching process each term, including semester long, half semester modules and workshops and study abroad courses.
Provide backup support to the executive assistant in support of the department head; i.e., calendaring, travel arrangements, reimbursements, phone messages, etc.
Studio Coordination, 20%
Oversee annual use of architecture studios in Rapson Hall.
Conduct semi-weekly walk-throughs, handle issues as they arise.
Communicate to students regarding moving dates and studio policies.
Communicate as needed with/through studio professors.
Coordinate set up, recycling, model clean up, room cleaning and desk repair.
Undergraduate Program Support/Curriculum Support, 15%
Provide administrative support to the undergraduate program directors, including, but not limited to, drafting, composing, editing and preparing correspondence, reports, charts, posters, and business forms.
Support the undergraduate curriculum committee, schedule meetings, and take minutes.
Communicate with faculty and staff on behalf of the program directors.
Serve as a backup to the assistant to Director of Graduate Studies and work on issues impacting both undergraduate and graduate programs such as student permissions and course scheduling.
Serve in a public relations capacity for the school and serve as a communication conduit, ensuring effective visual and written communication streams within the school.
Actively solicit and relay news stories for College and UM publications that showcase school and student accomplishments, faculty scholarship, and outreach activities.
Serve as web content manager for the school, ensure websites and social media posts are current, assist with writing and visual content, work collaboratively with the College’s External Relations team on social media matters.
Serve as school liaison for college communications; represent the school at web meetings.
Serve on the School of Architecture and CDES Communications Committees.
High school diploma/GED and four years related office support experience. Training/education may be substituted for some of the years of experience. Experience should be progressively more responsible.
Proficiency with MS Office Suite, including Excel
Customer service experience with demonstrated ability to provide excellent customer service to variety of people (diverse backgrounds, socioeconomic statuses, abilities, etc.).
Ability to lift 25 pounds on a regular basis; strength and flexibility to move and set up tables, chairs and displays for events, studios, etc.
Prior experience managing social media platforms.
Scheduling and event coordination experience.
Data collection and reporting experience.
Proven ability to work independently, creatively, and collaboratively in a busy and demanding office environment, using excellent time management, prioritization, and organization skills to effectively adhere to deadlines.
Evidence of self-initiative and the ability to effectively resolve problems with the ability to be flexible in responding to change and changing situations.
Evidence of demonstrated excellent verbal, written, and visual communication skills and demonstrated ability to work and communicate productively, professionally and collaboratively with faculty, staff, students and all constituent groups from diverse backgrounds.
Demonstrated discretion and proven ability to maintain confidentiality.
Previous experience in a higher education setting.
Knowledge of pertinent University of Minnesota resources, including technology tools such as, PeopleSoft and UMReports, Electronic Course Scheduling (ECS) and Electronic Course Authorization System (ECAS) at the University of Minnesota.
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.