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Apply for Job Job ID361958 LocationAll Other -See Job Description Job FamilyLR-Clerical Full/Part TimeFull-Time Regular/TemporaryRegular Job Code1885 Employee ClassAFSCME Unit 6 - Clerical Add to Favorite Jobs Email this Job About the Job West Central Research and Outreach Center (WCROC) and the West Central Regional Extension Services in Morris, MN his hiring for an Executive Office and Admin Specialist which is a full time AFSCME represented 100%, continuing appointment position. This administrative support position will provide support as a 50-50 split position for the co-located WCROC and the West Central Regional Extension Service in Morris, MN. The position reports to the WCROC Director of Operations providing critical departmental operations support to the director, faculty, and program leaders at WCROC while also providing program administrative support for the West Central Regional Extension Office as well as other county and statewide staff. This position supports the WCROC operations, facilities, office services, and other tasks for the WCROC that are critical to the research and outreach mission. This is also key to the daily program and administrative office operations of the Extension Regional Office; which supports regional and statewide program delivery. They interact frequently and collaboratively with other Extension regional and county office staff located across the region and state. This position demonstrates discretion relative to confidentiality and ethical behavior in the conduct of all position responsibilities. Job Duties and Responsibilities Administrative Support for the West Central Research and Outreach Center (50%) Serve as the front office point-of-contact for walk-ins, visitors, and field phone calls fostering a welcoming and inclusive environment that encourages engagement of people of all backgrounds Assist WCROC, ROC and CFANS leadership with special projects at the discretion of the WCROC director of operations. Support WCROC, ROC, and CFANS outreach programs through administrating logistical arrangements for the WCROC's special events, conferences, tours, and meetings. Support and maintain WCROC's communication media including website and social media accounts. Monitor web traffic, analyze and track statistics. Manage and maintain WCROC's contact databases and coordinate logistics for developing and distributing the WCROC newsletter With the Facilities and IT supervisor, serve as first level IT support and troubleshoot A/V systems, copying / printing systems, and others. Assist with implementing equity and diversity (DEI) training for WCROC personnel. Track awards and recognition opportunities for WCROC employees. Oversee Donor Management System (DMS), donation entry, and donor relation activities for WCROC. Serve as the administrator for Performance Appraisal Tool (PAT). Facilitate meetings such as the biannual advisory committee meetings, staff and faculty meetings and other events. Assist with maintaining and updating WCROC policies. Administer and coordinate facility use agreements which involve meeting spaces, garden reservations, property access permission forms, and other forms. Maintain facility access key inventories and distribution lists. Coordinate contracted cleaning services. Serve as the liaison to the contractor and oversee cleaning for WCROC buildings. 4-H Program Support for the Regional Extension Office (25%) Use 4-H database software (4-HOnline and FairEntry) to ensure accurate and timely reporting of group participation and serve as a 4-H database contact for local staff by assisting local staff with: 4-HOnline enrollment process and serve as main contact for databases Animal identification process State event registration Create and format monthly newsletter and add information to county websites and use mass emailing software to share information with 4-H families as requested by staff Assist in coordination and registration for regional and state events Support reg onal extension educator and local staff in chartering process Support statewide programs and work teams as assigned Other related duties as assigned General Office Support & Back up for the Regional Extension Office (25%) Greet walk-in traffic and fields phone calls and online communication Schedule/maintain schedule for office meeting rooms and public access to technology Maintain filing system for historical records and disposal; federal civil rights; etc. Provide back up support when needed Assist with projects, events, and other administrative tasks Coordinate and support events and programs which might include: Arrange contracts with hotels, food vendors and transport services, ground and air transportation, meeting rooms, catering, signage and lodging accommodations Prepare and distribute agendas/meeting materials, invitations and publicity Assist with announcements and event attendance, follow-up communications, registrations and websites Manage mailing lists, databases of participants and stakeholders, and other electronic and printed records of activities related to the event Recognize and respond to access and other special requests for individuals who might encounter barriers Order supplies, materials, handouts, etc., as needed for programs Document planning process and procedures Maintain equipment inventory; equipment loaner inventory; office equipment/technology maintenance Orient new and existing employees on office hardware Provide back up support when needed Qualifications 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. Advanced experience with Microsoft (Word, Excel, Publisher, etc.) and Google Suite applications (Google Docs and sheets, google share drives, etc.) and internet browsers and searches Experience formatting, drafting or writing routine to complex correspondence, reports, and meeting materials Ability to work in, and with, diverse groups and underrepresented populations and communities Skilled at working with details, managing work flow and meeting deadlines. Deals well with multiple, competing demands. Working ability to perform tasks involving prolonged sitting, standing, keyboarding, reading computer screen; and bending, or twisting, with occasional exertion of up to thirty pounds of force. Proven effective, appropriate, and welcoming communication skills on multiple levels including, person-to-person, on the phone, via email and social media. Demonstrated commitment to inclusive practices and equity Ability to work collaboratively with others to address and resolve problems Proven ability to multitask, prioritize and manage competing assignments/projects Preferred Qualifications: Experience working with web development and social media platforms Experience with doodle polls, Qualtrics, customer resource marketing applications Experience setting up meetings, reserving rooms, ordering supplies, catering Experience managing components of a web/online/virtual conference (Set-up, hosting, recording) Event coordination experience Ability to work in a changing... For full info follow application link. 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.