Administrative Associate

Job Details Job ID: 375654 Location: Twin Cities Job Family: Administration Full/Part Time: Full-Time Regular/Temporary: Regular Job Code: 8201AO Employee Class: Civil Service About the Job The Administrative Associate is a professional administrative position responsible for coordinating and implementing administrative operations and project support for an office serving the Vice President for Strategic Initiatives, Vice President for Strategic Enrollment Management, and project management staff. The position coordinates assigned administrative workflows, project administration activities, reporting processes, operational support functions, budget and procurement support, and communications workflows that advance University-wide strategic initiatives guided by the University's strategic roadmap. Working under general direction, the Administrative Associate develops, maintains, and oversees assigned administrative and operational workflows to ensure projects, meetings, communications, and office operations are effectively coordinated and completed. The position identifies operational needs, gathers and organizes information to support leadership decision-making, recommends improvements to administrative processes, and manages assigned responsibilities from initiation through completion. Through strong organization, sound judgment, and collaborative relationships, this role serves as a central administrative resource supporting the office's operations and strategic initiatives while contributing to efficient office operations, effective project coordination, consistent administrative support, and clear communication across University partners. Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program. A typical work week will be Monday-Thursday in person / office. Fridays can be hybrid. Job Duties Project Administration & Operational Coordination (40%) Develop, maintain, and oversee administrative and operational workflows for assigned office functions and projects, including meeting preparation, reporting timelines, request routing, follow-up procedures, and related business processes. Monitor workflow effectiveness and recommend improvements to increase operational efficiency, consistency, and information management. Maintain project tracking, information management, CRM, and related office systems, including project plans, timelines, issue logs, decision records, action item tracking, shared documentation, and other project resources to ensure information remains accurate, organized, current, and accessible. Identify project and operational reporting needs by gathering, comparing, organizing, and summarizing information to support leadership briefings, internal reports, project updates, recommendations, and decision-making. Coordinate administrative planning for assigned office projects and support execution of project activities to meet established timelines, procedures, deliverables, and office priorities. Coordinate administrative support for leadership meetings, retreats, working groups, campus and systemwide convenings, and other strategic initiative projects by ensuring logistical details, supporting documentation, and follow-up activities are completed. Implement and coordinate the administrative components of communication and outreach activities for assigned projects, meetings, campus or systemwide convenings, and stakeholder groups, including developing distribution lists, timelines, materials, and follow-up communications. Support staff training and onboarding related to shared systems, templates, project trackers, administrative workflows, and office procedures, coordinating with service owners or University partners as appropriate. Act as a representative of the office on assigned administrative, operational, or project-related matters, coordinating information and administrative processes with internal and external partners as directed. Administrative Operations & Executive Support (30%) Provide professional administrative support to the Vice President for Strategic Initiatives, Vice President for Strategic Enrollment Management, and project management staff. Coordinate executive scheduling priorities and meeting logistics for the Vice Presidents by balancing competing priorities, coordinating schedules across multiple stakeholders, resolving scheduling conflicts, anticipating preparation needs, and ensuring timely follow-up on assigned actions. Coordinate the preparation, organization, and distribution of meeting agendas, background materials, executive briefings, presentations, reports, project updates, summaries, action items, correspondence, and other printed or digital materials. Develop, establish, and maintain formatting, production, and document management standards that promote consistency, accuracy, accessibility, and professional quality across office communications and materials. Coordinate and edit documents, presentations, reports, project updates, correspondence, briefing materials, and other communications for completeness, consistency, formatting, and accuracy. Manage the routing of incoming requests, project documentation, meeting materials, and related information to appropriate staff members while monitoring progress to support timely review and follow-up. Coordinate administrative budget, purchasing, procurement, facilities, and compliance support processes, including tracking expenses, preparing supporting documentation, coordinating approvals, maintaining records, and monitoring activities in accordance with University policies and procedures. Contribute to a collaborative, team-oriented office environment by serving as a central administrative resource, remaining composed during high-pressure situations, adapting to changing priorities, supporting multiple concurrent initiatives, and facilitating effective communication across the office and with University partners. Office Operations, Meeting & Stakeholder Support (30%) Provide professional, responsive support for scheduled guests, meeting participants, University partners, and others engaging with the office, ensuring interactions are handled with professionalism, discretion, responsiveness, and attention to detail. Coordinate and implement assigned daily administrative operations of the office with a focus on organization, efficiency, responsiveness, and high-quality service to University leaders and partners. Collaborate with other members of the Office of the President to ensure leaders and staff are prepared for meetings, scheduled guests, campus visits, and other office activities by implementing administrative processes that support successful execution. Liaise with administrative and operational staff across the University to coordinate information, facilitate communication, and support collaborative administrative processes. Coordinate with Facilities Management, technology support, procurement, finance, and other University partners to resolve routine operational needs and maintain efficient office operations. Develop, maintain, and organize office filing systems, digital records, shared folders, templates, project documentation, and materials requiring retention to ensure information is organized, accessible, and maintained according to University practices. Maintain the office's physical environment to professional standards and implement administrative processes that support meeting readiness, workspace organization, office supplies, and general office operations. Qualifications Required BA/BS degree or a combination of related education and work experience to equal four years. Experience providing administrative, operational, executive, project, or service-oriented support in a professional environment. Experience coordinating calendars, meetings, logistics, materials, and related follow-up activities. Experience maintaining administrative or project workflows, including tracking deadlines, organizing records, and keeping information accurate and current. Proficiency using common office productivity, electronic calendaring, virtual meeting, document-management, and shared-file tools, such as Microsoft Office, Google Workspace, and Zoom. Demonstrated written communication and document-production experience, including preparing, proofreading, formatting, organizing, or maintaining professional materials. Preferred Experience supporting senior leaders, project teams, committees, working groups, or cross-functional initiatives, including coordinating complex calendars, meetings, and follow-up activities. Experience supporting project management, event coordination, retreats, campus visits, or large meetings involving multiple stakeholders. Experience organizing meeting materials, maintaining shared documentation, tracking action items and deadlines, and coordinating follow-up across multiple individuals or units. Experience gathering and organizing information and preparing reports, briefings, presentations, project updates, operational summaries, or other materials used to support planning and decision-making. Experience using project-tracking, CRM, database, or workflow-management systems such as Smartsheet, Asana, Salesforce, or similar tools. Experience supporting budget, purchasing, procurement, vendor coordination, travel, expenses, facilities, compliance, or financial-tracking processes. Experience working in higher education, government, healthcare, nonprofit, or another complex organizational environment, particularly in strategic initiatives, planning, policy, academic administration, enrollment management, or executive communications. Experience managing multiple concurrent priorities, coordinating time-sensitive work, and adapting to changing deadlines. Experience exercising judgment, discretion, and professionalism when responding to competing priorities, complex requests, confidential information, or sensitive situations. Pay and Benefits Pay Range: $55,000 - $65,000; depending on education/qualifications/experience Time Appointment: 100% Appointment, 12 month Position Type: Civil-Service 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. 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, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility. #J-18808-Ljbffr