Administrative Associate

Position: Administrative Associate 1
About the Job

Description of Position

The University of Minnesota's Facilities Management (FM) department is responsible for the physical assets of the University to provide a safe, reliable and welcoming campus for learning and discovery. We ensure a quality environment for students, faculty, staff and visitors in support of the University's mission of teaching, research and outreach. Waste Recovery Services (WRS) is a department within FM and provides collection and disposal services for the Twin Cities Campus.

Our mission is to recover material resources from the solid waste stream and prevent the disposal of hazardous materials.

This position is responsible for implementing and managing assigned administrative programs for Facilities Management Waste Recovery Services and works closely with and reports to the Waste Recovery Services Manager. The person in this position helps to ensure the efficient and effective operation of the department.

Responsibilities

This position oversees and administers departmental programs. All programs require the ability to coordinate, process, liaise, document, analyze data, make recommendations for program enhancements, and ensure departmental compliance. Departmental representative of University and departmental policies and best practices.

Operations Program Coordination & Delivery (70%)

● Departmental Facility Representative - oversees the audit process and makes recommendations for program enhancement and changes. responsible for authorizing unit-level card and key access in compliance with related policies, including processing key and access requests.

● Work management software system representative

● SOP management - oversees documentation of administrative standard operating procedures and processes

● Vendor & inventory management - program set-up and policy compliance

● Device & technology management - oversees departmentally issued devices, makes recommendations for technology upgrades, including apps & app development, provides first line troubleshooting

Financial Support (20%)

● Purchasing - lead for purchasing non-capital supplies, ensures department-wide University Purchasing Policy compliance

● Financial Reconciling - analyzes purchasing data to ensure policy compliance by staff and recommends plans to supervisors to remain within policy and best practice

Administrative Support (10%)

● Onboarding and termination

● Serve as the WRS Designated Responsible Authority (DRA) for our fleet and drivers licensing.

● Departmental support; event planning, training assigments,

● Office environment management

● Other programs and projects as assigned

Knowledge, Skills & Abilities

● Knowledge and skill in materials procurement

● Accuracy, attention to detail

● Critical thinking skills in managing and analyzing data

● Handling time-sensitive information

● Excellent verbal and written skills; proven customer service orientation with the ability to communicate with a diverse population (engineers, trades, academics, etc.), and succinct authorship in communications and procedural documentation

● Organization and time management skills with ability to prioritize tasks to meet deadlines

● Experience overseeing complex administrative programs and projects from beginning to completion

● Ability to maintain confidentiality, follow data security and privacy policies

● Ability to develop, maintain, and oversee electronic filing systems

● Ability to create/apply tools to increase efficiency and/or enhance operations

● Ability to work both independently making complex decisions and as a team player

Work Environment

Work is performed in an office setting Monday
- Friday.

Qualifications

Minimum Qualifications

● BA/BS or a combination of related education and work experience to equal four years; experience in applying knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution

● Proficient to advanced skills in spreadsheets

● Advanced skills in the use of MS Office Suite, Google Suite

● Simultaneously handle incoming inquiries, maintain calendars, and coordinate logistics in a dynamic office setting

● Capable of re-sequencing daily priorities to…