Administrative Specialist

About the Job:
The College of Science and Engineering (CSE) seeks a highly skilled, energetic, and proactive Administrative Specialist to serve in a pivotal, dual-role position. This is a unique opportunity to provide essential administrative support to both the CSE Dean's Office and the college's vibrant AI Makerspace.

This Specialist acts as a central operational point of contact, ensuring the smooth, efficient operation of two key areas. Responsibilities include providing executive administrative support to the Dean's Office leadership and serving as the front-of-house anchor for the AI Makerspace-a hands-on environment for students to explore cutting-edge AI technology.
The successful candidate must possess an elevated level of verbal and written communication skills and be proficient in proofing, creating, and updating documents using Microsoft Office (Word, Excel, PowerPoint) and Google Suite (Calendar, Drive). This position requires an outgoing and professional demeanor, as the Specialist will regularly interact, work, and communicate with all CSE staff, faculty, and University employees, requiring the ability to provide, interpret, and complete administrative direction with accuracy and professionalism.

Location and Work environment: 105 & 125 Walter Library, in-person.

Work Schedule: Must work in-person 3-4 days per week, between the hours of 8:00 AM - 8:00 PM. No weekend hours. 67 workdays or less (temporary) in a calendar year.

Primary Responsibilities:
CSE Dean's Office Administrative Specialist (50%)

• Assist in front desk coverage for the Dean's Office, greeting visitors, students, and faculty, managing the flow of activity, and setting a positive tone for the collaborative environment.
• Handle all incoming and outgoing packages and mail for the Dean's Office Units
• Fulfill special project requests as needed to support core functions and operations of the Dean's Office.
• Provide back-up support to submit FM requests as needed.
• Other duties are assigned based on the changing needs of the Dean's Office.
• Event support: Assist with all event planning for the CSE Dean's Office. Manage logistics such as reserving rooms, catering, set-up, and breakdown for CSE related events such as award ceremonies, monthly meetings, and specialty events that occur each semester.
• Provide additional administrative support for the Dean's Office including running errands on campus, scanning, faxing, or copying documents.
• Assist in supervising and managing tasks for the Dean's Office student workers, providing support and assistance for all tasks.

CSE AI Makerspace Administrative Specialist (50%)

• Manage the front-of-house for the AI Makerspace, greeting visitors, students, and faculty, managing the flow of activity, and setting a positive tone for the collaborative environment.
• Manage all equipment and resource access, including overseeing the user sign-in/out process, handling the check-out and return of specialized AI hardware, robotics kits, and other resources, and ensuring inventory is accurate.
• Serve as the primary point of contact for user inquiries; accurately assess their needs and direct them to the appropriate technical staff, student mentors, or resources (e.g., training materials, documentation).
• Proactively maintain the aesthetic and functional organization of the space, ensuring a clean, safe, and inspiring environment conducive to innovation and collaboration.
• Develop and maintain internal operational documentation and user guides for administrative processes and basic space policies.
• Provide comprehensive support for administrative functions across the makerspace, including calendaring, scheduling meetings for staff and leadership, and managing room reservations for workshops and events.
• Assist in managing financial administrative tasks, including processing purchasing requests, tracking expenditures, reconciling invoices, and supporting the preparation of budget documentation.
• Coordinate logistics for special events, tours, and workshops, including setting up and tearing down, managing RSVPs, communicating with internal and external partners, and ensuring a seamless experience.

Required Qualifications:

• High school diploma or GED and one year of general office/clerical experience. Training and education may substitute for some experience.
• Experience with Google Workspace
• Experience with Drupal Platform
• Experience with equipment and inventory management software and user access tools
• Experience and knowledge with Donor Management System (DMS)

Preferred Qualifications:

• Two years experience working in a high paced office environment

The College of Science and Engineering (CSE) is ranked among the top engineering and science academic programs in the country. The college includes 12 academic departments offering a wide range of degree programs at the baccalaureate, master's, and doctoral levels.

For more information about the College of Science and Engineering Office of the Dean, visit https://cse.umn.edu/.

Fixed Pay Rate: $16.75 per hour

Retirement plan options are available for Civil Service, Faculty, Labor-Represented, Professional & Administrative, and Temp Casual classifications. Learn more about retirement plans.

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 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: http://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.

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 the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).