Office & Admin Specialist

The Division of Environmental Health Sciences within the School of Public Health is seeking to fill an Office & Admin Specialist position. The Office & Admin Specialist supports the daily operations in the Division of Environmental Health Sciences (50%), Minnesota Technical Assistance Program (25%) and Midwest Center for Occupational Health and Safety (25%) by providing general administrative support, office management oversight, and event support. Work Location: This is an in-person position with some hybrid flexibility. The current expectation is to work in the office three days per week, though this is subject to change based on the needs of the school. Work hours are Monday to Friday, 8:00 AM - 4:30 PM. Appointment Details: This is a 100%-time, 12-month, continuous labor represented position, represented by AFSCME Clerical Unit 6. Bargaining unit consideration begins on 8/17/2026 and ends on 8/24/2026. Job Responsibilities: Office Management and Administrative Support - 55% Serve as the primary point of contact for general inquiries from faculty, staff, students, and visitors at the front desk reception area; direct questions to appropriate resources when needed via in-person, phone call and email. Independently initiates inquiries and resolves problems as they arise. Coordinate meeting logistics (zoom, room reservations) Manage and maintain office equipment (printers, copiers, scanner, etc.), including attending service contracts Coordinate and oversee office space planning including facility maintenance, repairs and renovations, Coordinate office space for new faculty and staff, including ordering computers, furniture, phones, and business cards; arrange for office space and equipment for visitors Assist with the preparation and submission of Grad RA appointment letter, Maintain appearance of all common areas including, but not limited to, main office, kitchens, and conference rooms, Maintain inventory of office supplies and equipment, Serve as time and absence administrator Event and Communications Support - 15% Support the division and centers with planning, execution and wrap up of events, Support division with school publications and other communications, Manage logistics for faculty seminars during the academic year. Department Financial/Payroll Preparer - 30% Support preparation of financial documents for submission to FSS and/or FinOps, Manage and reconcile the division Pcard, Submit UMarket purchases, Review of biweekly payroll, pre-confirm, and abstract/pay verification report, I-9 Verification Other duties as assigned according to departmental and collegiate needs. The employer reserves the right to change or assign other duties to this position This position will remain open until filled. Qualifications Required Qualifications: High school diploma/GED and two years related clerical, office or administrative experience OR equivalent combination of relevant office work experience AND related education in administrative support course work/office setting to total two years. Demonstrated ability to independently troubleshoot operational issues and resolve problems. Effective customer service skills, both written and verbal communication. Experience with end-to-end event support and meeting logistics. Proficiency in preparing financial documents. Proficient in Microsoft Office and Google Workspace. Preferred Qualifications: UMN experience with PCard, UMarket, PeopleSoft, and TDX. Pay and Benefits Pay Range: $48,000- $60,000 annually; depending on education/qualifications/experience Time Appointment: 100% Appointment Position Type : Civil-Service & Non-Faculty Labor Represented Staff The University offers a comprehensive benefits package that includes: Competitive wages, paid holidays, and generous time off Low-cost medical, dental, and pharmacy plans Healthcare and dependent care flexible spending accounts University HSA contributions Disability and employer-paid life insurance Excellent retirement plans with employer contribution Employee Assistance Program with eight sessions of counseling at no cost 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. To request an accommodation during the application process, please e-mail View email address on click.appcast.io. 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