Administration Associate 1

University of Minnesota; Minneapolis (MN); Hybrid; USD 36,000 - 47,000; Full time

Job summary

University of Minnesota is seeking a Program Administrator to support History of Science and Technology and History of Science, Technology, and Medicine programs. The role involves administrative coordination, graduate admissions via SLATE, budget management, and HR tasks, with a hybrid schedule (3 days in office, 2 remote).

The position requires a BA/BS and proficiency with PeopleSoft, Word, Excel, and Google apps; strong communication and organizational skills are essential.

Qualifications

• Bachelor's degree required; combination of education and work experience may be considered.
• Experience with financial, course scheduling or HR management systems preferred.
• Strong proficiency in Word, Excel and Google applications; familiarity with PeopleSoft is a plus.

Responsibilities

• Serve as primary information contact for the program and respond to inquiries.
• Coordinate graduate admissions via SLATE and manage visits for prospective students.
• Oversee program budget, HR tasks, scheduling, and course management.
• Maintain and update graduate student handbooks and communications to applicants.

Skills

Microsoft Word

Microsoft Excel

Google apps

PeopleSoft

Time management

Communication

Teamwork

Education

Bachelor's degree (BA/BS) or equivalent

Tools

EFS

CCS

TDX

PeopleSoft

Job description

About the Job

Position Overview:

This position is the hub and visible face of History of Science and Technology and History of Science, Technology, and Medicine programs. You will provide administrative and academic support to the program faculty and students. You will coordinate and facilitate day-to-day management of one or more functional areas to ensure efficiency, compliance, and/or effective service delivery (e.g., budgeting and financial processes, policy development and implementation, contracting processes, human resources coordination, facilities and resource management, process improvement, cross-unit collaboration). You will participate in and manage the development, implementation and enhancement of operating policies, processes and procedures that affect the HST's short- and long-range goals and strategies. The Program Administrator provides strategic support to HST Director and HSTM Director of Graduate Studies. Employee must be proficient (or become proficient within the first three months of employment) in the Student, Financial, and Human Resources areas of PeopleSoft. Independent decision-making skills are essential.

This role requires a versatile professional ready to manage a diverse range of tasks to support the HST(M) community. It is an exceptional opportunity to gain foundational experience in higher education administration.

Work Environment: This is a hybrid schedule with 3 days working in office and 2 days work from home eligible.

Schedule:

• Monday-Friday, 8:00am-4:30pm
• 40 hours per week

Location: University of Minnesota, East Bank Campus

Visa Language: Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

Job Duties:

35% Administrative & Operational Coordination

• Primary contact for information regarding the program. Responds to questions about HST/HSTM in person, on phone, and by email.
• Serve as a resource for undergraduate and graduate students, responding to daily inquiries and guiding them to appropriate departmental and university resources.
• Coordinate weekly colloquium including travel arrangements and accommodations for speakers, publicity through semester and weekly paper and e-mail notices, updating colloquium information on HSTM website, HSTM calendar, and University Events calendar, and reimburse speakers' travel expenses.
• Plan other program events as needed including orientations, workshops, recruitment events, dissertation defenses, etc.
• Maintain and facilitate program specific e-mail accounts and groups.
• Maintain academic and program files as needed.
• Serve as Department Facility Representative for HST space in Shepherd labs.
• Maintain procuremental of operational supplies.
• Develop and maintain HSTM website.
• Edit and produce promotional materials including course posters, HSTM annual Newsletter, etc.
• Coordinate with part-time employees in History of Medicine program and the Charles Babbage Institute.

25% Graduate Program Coordination

• Ensure all academic program requirements adhere to Department, College and University policies and incorporate department procedures when necessary.
• Managing graduate admissions applications via SLATE and facilitate admissions processes.
• Plans, develops and leads prospective student visits. Responsible for coordinating the logistics of these events. (e.g., arrange accommodations, transportation, classes to attend, students to meet, different departments to interact with, and faculty in student's area of interest)
• Provide information and explain University policies and/or procedures to department leadership. Will independently determine the applicability of policies and/or procedures, and approve exceptions on a case-by-case basis.
• Assisting current students in planning and administrative paperwork for graduate milestones.
• Managing graduate fellowship applications.
• Maintain and update graduate student handbooks annually.
• Coordinating communications to applicants and current students (i.e. letters of admission or rejection and annual evaluations of student progress).

25% Financial and Human Resources Coordination

• Plan, prepare, and monitor the HST Program budget.
• Maintain appointments of HST faculty, graduate students, instructors, and staff.
• Manage program finances (travel reimbursements, requisitions, financial reporting, etc.)

10% Academic Coordination

• Coordinate HSCI undergraduate and graduate courses.
• Serve as the primary department coordinator for undergraduate and graduate classroom scheduling (with flexibility to support graduate courses as needed).
• Manage and execute curriculum revisions and scheduling updates within Coursedog.
• Manage undergraduate permission number requests, facilitate student registration for directed study courses, and monitor incomplete contracts.

5% Other Duties As Assigned

• Job duties and special projects may be required, as needed.

Qualifications

Required:

• Bachelor's degree (BA/BS) or a combination of education and work to equal 4 years.

Preferred:

• One years of experience working with financial, course scheduling or human resources management systems or a combination of education and relevant administrative experience totaling five years.
• Proficiency in Microsoft Word and Excel as well as Google applications (mail, calendar, docs)
• 1-3 years experience working with EFS, CCS, TDX and PeopleSoft
• 1-3 years experience working with Google applications
• Ability to multi-task, manage multiple projects and office responsibilities simultaneously; manage workload, follow through, meet deadlines and handle interruptions
• Strong attention to detail
• Demonstrated excellent oral and written communication skills
• Effective organizational, time-management skills
• Ability to work in both an independent and team setting
• Self directed, proactive and positive

About the Department

The Program in the History of Science, Technology, and Medicine (HSTM) integrates faculty and students from several departments and programs at the University of Minnesota. Each faculty member has a joint appointment in a department in the College of Science and Engineering, the Medical School, or the College of Biological Sciences, and many have graduate appointments in other departments as well, ensuring close association with other related fields. We have strong ties with the Minnesota Center for Philosophy of Science, the Department of History, and the science and engineering departments where the faculty hold tenure. These university and departmental connections are a major source of intellectual stimulation and support for both faculty and graduate students. In addition to our program offerings, HSTM has a research center, the Charles Babbage Institute for Computing, Information and Culture, which houses global archives and oral histories on the topics of Computing, Information Technology and society. We also sponsor a weekly colloquium and periodic symposia, bringing scholars from all over the world to the university.

Pay and Benefits

Pay Range: $26.45- $34.07 per hour; depending on education/qualifications/experience

Time Appointment: 100% Appointment

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.

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: http://diversity.umn.edu

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.