Administrative Coordinator (# 374014)

374014 About the Job This position supports a wide range of office functions, including management of the Vice Provost's calendar, scheduling support for Office of Public Engagement (OPE) staff, events coordination, project management, records support, and general office management. This position is primarily associated with OPE but may occasionally be asked to support events in the other OVPPE reporting units. The Administrative Coordinator is expected to have significant experience with University of Minnesota systems and policies and to be able to independently determine the answers to questions and solve issues associated with administration and operations. The position is full-time with a hybrid work environment, requiring minimum 2 days of on-campus work per week as assigned by the Vice Provost. Events and Project Management (60%) Coordinate OPE-sponsored systemwide councils (e.g., the Public Engagement Council, the Public Engagement Network), including messaging new members, arranging meetings, taking minutes, and post-meeting follow-up. Coordinate OPE in-person and virtual events and conferences, including the annual Public Engagement Conference, the Public Engagement Awards, the biannual OVPPE retreat, and national conference coordination. Create administrative processes for and manage OPE's professional development initiative as directed by the Associate Vice Provost for Public Engagement, including the Community Engagement Summer Institute, professional development events, and online module series. This includes working with the Office of the Vice Provost for Distributed Learning on the D2L system or Google Forms/Qualtrics, making event registrations via Eventbrite or Zoom, scheduling speakers, and sending communications to participants including post-event surveys and program materials. Assist the UMI Voting Coordinator to complete the legislative requirements on activities, data, and reporting for UMI student voting initiatives. Work with the Data Project Manager to design administrative processes and implement the University's data engagement platform, GivePulse. Develop, negotiate, and manage OPE event budgets, vendor contracts, and event execution. Assist with event execution as needed for other OPE reporting units. Executive Support (20%) Serve as a key point of contact for internal and external stakeholders, including faculty, students, staff, and external organizations. Complete special projects as assigned in service of strategic initiatives; may include spreadsheet development and data entry, research, and analysis and making recommendations on outcomes. Manage the Vice Provost's calendar and requests for meetings. Manage the Vice Provost's travel reimbursements. Office Operations Management (15%) Planning, budgeting, implementing, and managing operations of the department in conjunction with the Shared Services Team, Facilities Management, and IT to develop and oversee budget, hiring plans, records, financial transactions, purchasing, and procurement. Ensure compliance with University policies on finance, travel, purchasing, and hiring. Coordinate staff meetings. Supervise student employees as needed. Staff Support (5%) Manage scheduling of multi-person meetings for 3-4 OPE staff members. Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program. Qualifications Qualifications Required Qualifications: BA/BS degree plus 2 years of relevant full-time work experience, or a combination of education and relevant full-time work experience totaling at least 6 years. Strong organizational, interpersonal, and communication skills with a collaborative and proactive mindset. Ability to work both independently and collaboratively. Ability to learn and apply new University systems, procedures, and administrative offices and operations. Significant experience with event planning. Experience managing complex office functions. Proven ability to multitask. Strong prioritizing skills and excellent attention to detail. Preferred Qualifications: Experience working with diverse populations. Proficiency with Google G Suite. Proficiency with Microsoft Word and Excel. Proficiency with Qualtrics. About the Department About the Department The Office for Public Engagement (OPE) works with programs, departments, and academic units on the five University campuses to establish the institutional culture, policies, and infrastructure that promote high-quality public engagement to further the University's mission and improve the quality of life of Minnesotans and communities around the world. Additional reporting units include the Center for Community Engaged Learning (CCEL), the University Research and Outreach-Engagement Center (UROC), and the Center for Urban and Regional Affairs (CURA). Pay and Benefits Pay Range: $28.85 to $34.62 per hour depending on education/qualifications/experience Time Appointment: 100% Appointment Position Type : Civil-Service & Non-Faculty Labor Represented Staff Please visit the Office of Human Resources website for more information regarding benefit eligibility. The University offers a comprehensive benefits package that includes: Competitive wages, paid holidays, and generous time off Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program Low-cost medical, dental, and pharmacy plans Healthcare and dependent care flexible spending accounts University HSA contributions Disability and employer-paid life insurance Employee wellbeing program Excellent retirement plans with employer contribution Public Service Loan Forgiveness (PSLF) opportunity Financial counseling services Employee Assistance Program with eight sessions of counseling at no cost Employee Transit Pass with free or reduced rates in the Twin Cities metro area While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience. How To Apply Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and 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 ... or call .... Diversity 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: Employment Requirements 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. About University of Minnesota The University of Minnesota, Twin Cities (UMTC) The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations. At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.