Administrative Support Specialist

About the Job This position supports the Dean's Office and Student Services/TRIO Programs in the College of Education and Human Development. The position provides critical support for administrative units within the college. This position reports to the Administrative Manager. The University of Minnesota encourages a healthy work life balance for employees. CEHD is committed to excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve. This position is hybrid, with three on-campus days required with some other required days in person, as needed. This position is represented by the AFSCME Clerical Union, Local 3800. The workdays and hours are M-F, 8:00-4:30. No overtime or consecutive Sunday work required. The work location is on the Minneapolis campus (Education Sciences Building and Burton Hall). The minimum starting pay for this position is $50,000 annually. Final salary offers are dependent on the candidate's experience, skills, and internal equity within the college. Bargaining unit consideration begins on July 24, 2026 and ends on July 31, 2026. This position is primarily in person, with the opportunity for occasional remote work based on the operational needs of the college. Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program. Skills and Competencies of a Successful Candidate Service-oriented with excellent customer service skills and attention to detail. Ability to prioritize, organize, multitask, and execute in a fast-paced environment. Ability to work independently to initiate and implement tasks and proactively solve problems. Ability to hire, train, and supervise a staff of 5-6 student workers. Strong verbal, written, and interpersonal communication skills. Maintain a high level of accountability and confidentiality. Embrace and advance diversity, equity and inclusion. Job Responsibilities Administrative Support and Office Management (30%) Oversee the Student Services administrative office and public spaces. Maintain a welcoming and inclusive environment for all students, staff, faculty, and department guests. Supervise 5-6 student workers in Student Services. Hire and onboard new staff as needed. Maintain knowledge of collegiate departments, programs and centers, policies, and processes to effectively triage and respond to inquiries. Monitor inventory and order office supplies for Student Services and TRIO Programs public spaces and meeting rooms. Keep all spaces organized and tidy. Oversee information technology and facilities requests as needed; maintain office key inventory. Provide support with calendar management, coordinate meetings and events (Fall and Spring Assemblies, Block Party, Commencement, etc.), conference room and space reservations for assigned administrative units. Serve on 4 departmental and collegiate committees with varying responsibilities. Oversee Student Services website and SKY (intranet) updates. Support special projects and assignments as requested. Maintain effective organization and documentation of office processes and procedures. Human Resources Support (25%) Serve as HR liaison between assigned administrative units and CEHD Human Resources Office. Attend monthly HR liaison meetings to stay up to date on current HR policies, processes, and changes. Maintain and implement a working knowledge of CEHD and University HR policies and practices, and elevate issues to CEHD HR, as needed. Submit appointment data (hiring, comp changes, terminations, leaves, etc.) and Persons of Interest requests for assigned units to a central operations center via the TDX ticketing system to ensure accurate information and compliance with University and CEHD policies. Maintain position management for the assigned administrative units, working with the Administrative Directors and CEHD HR to create and make changes to positions. Check bi-weekly payroll pre-confirmation reports and other routine payroll exception reports to resolve ahead of biweekly payroll close. Communicate with employees about issues as needed. Serve as a resource for employees and students regarding payroll, time/absence, and general human resource related issues and questions. Escalate questions to the appropriate department head and CEHD HR team member on complex questions or policy interpretations. Financial Services Coordination (45%) Set-up suppliers and professional/consulting services contracts via the TDX ticketing system and communicate with the Financial Services Office/Procurement Specialist regarding set-up and contract statuses. Initiate, monitor, and document administrative unit purchases and monthly bills (for capital/non-capital items) using UMarket, University purchasing card, invoice payment, or purchase order. Manage the external sales process for the administrative units, including initiating contracts, assisting with budget creation, routing contracts for signature, tracking projects, and billing according to the contract schedule. Research, troubleshoot, and resolve payment, reimbursement, and billing issues. Proactively communicate with vendors, employees, and customers for resolution. Travel support as needed to include conference registration, purchase of flights, hotel reservations, and reimbursements. Maintain understanding and effectively utilize the chart of accounts, including appropriate fund, program/project, account, and other chartfields to accurately record transactions. Qualifications Required: (Education/ experience must match job class specs) High School Diploma/GED and four years of related office and administrative experience. Training/education may be substituted for some of the years of experience. Experience using Microsoft Office Suite, Google Workspace, Zoom, and electronic calendaring/scheduling systems. Experience working with individuals with diverse identities and underrepresented communities. Preferred Excellent customer-focus and a courteous, professional, and welcoming manner. Experience supervising staff. Attention to detail, strong organization skills, and effective problem solving. Interpersonal skills necessary to establish and maintain effective working relationships. Experience making travel arrangements and planning events. Ability to work both independently and collaboratively as part of a team. Evidence of self-initiative and ability to effectively manage competing priorities in a fast-paced environment. Experience working in an office/administrative environment at the University of Minnesota or another higher education institution. About the Department The College of Education and Human Development (CEHD), the University's third largest college, contributes to a just and sustainable future through engagement with the local and global communities to enhance human learning and development at all stages of life. We know diversity is necessary to do our best work and foster our humanity. That's why the CEHD community is collectively dedicated to cultivating an inclusive and equitable environment, embracing and celebrating all identities of our students, staff, and faculty. These values are also a moral imperative requiring continuous proactive measures and a firm stance against prejudice, discrimination, and systemic injustice. Pay and Benefits Pay Range: $50,000-$60,000 ; depending on education/qualifications/experience Time Appointmen t: 100% A ppointment 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. 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: 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. Helping all candidates find great careers is our goal. The information you provide here is secure and confidential. #J-18808-Ljbffr