Administrative Associate 1

University of Minnesota, Twin Cities; Minneapolis (MN); On-site; USD 30,307 - 46,838; Full time

Benefits offered by this job

Tuition benefit

Paid holidays

Retirement plans

Wellbeing program

Job summary

University of Minnesota, Twin Cities is seeking a detail‑oriented administrator to manage Waste Recovery Services programs and support a busy office. The role requires coordinating procurement, calendars, and program documentation while ensuring compliance with university policies.

The ideal candidate brings experience with data analysis, confidential information handling, and strong communication across engineers, trades, and academics. Monday–Friday office work.

Qualifications

• BA/BS or equivalent education and experience with precision and timeliness.
• Advanced proficiency with MS Office, Google Suite and spreadsheets.
• Ability to manage calendars, inquiries, and logistics in a dynamic office.

Responsibilities

• Coordinate and administer departmental programs with data-driven recommendations.
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Skills

Spreadsheets

MS Office

Google Suite

Calendar management

Communication skills

Data handling

Education

BA/BS or equivalent

Tools

Excel

Smartsheet

GIS

EAM system

Job description

About the Job

University of Minnesota’s Facilities Management (FM) department is responsible for the physical assets of the University, ensuring a safe, reliable, and welcoming campus for learning and discovery. Waste Recovery Services (WRS) is a department within FM that provides collection and disposal services for the Twin Cities Campus and aims to recover material resources from the solid waste stream and prevent the disposal of hazardous materials.

This position is responsible for implementing and managing assigned administrative programs for Facilities Management Waste Recovery Services and works closely with and reports to the Waste Recovery Services Manager, helping to ensure the efficient and effective operation of the department.

Responsibilities

This position oversees and administers departmental programs. All programs require the ability to coordinate, process, liaise, document, analyze data, make recommendations for program enhancements, and ensure departmental compliance, acting as the department’s representative of university policies and best practices.

• Operations Program Coordination & Delivery (70%)
  • Departmental Facility Representative – oversees the audit process and recommends program enhancements and changes; authorizes unit-level card and key access in compliance with related policies, including processing key and access requests.
  • Work management software system representative
  • SOP management – oversees documentation of administrative standard operating procedures and processes.
  • Vendor & inventory management – program set‑up and policy compliance.
  • Device & technology management – oversees departmentally issued devices, recommends technology upgrades (including apps), and provides first‑line troubleshooting.
• Financial Support (20%)
  • Purchasing – leads purchasing of non‑capital supplies, ensuring department‑wide University Purchasing Policy compliance.
  • Financial Reconciling – analyzes purchasing data to ensure policy compliance and recommends plans to supervisors to remain within policy and best practice.
• Administrative Support (10%)
  • Onboarding and termination.
  • Serve as the WRS Designated Responsible Authority (DRA) for fleet and driver licensing.
  • Departmental support, including event planning and training assignments.
  • Office environment management.
  • Other programs and projects as assigned.

Knowledge, Skills & Abilities

• Knowledge and skill in materials procurement.
• Accuracy, attention to detail.
• Critical thinking skills in managing and analyzing data.
• Handling time‑sensitive information.
• Excellent verbal and written skills; proven customer service orientation with the ability to communicate with a diverse population (engineers, trades, academics, etc.) and concise authorship in communications and procedural documentation.
• Organization and time‑management skills with the ability to prioritize tasks to meet deadlines.
• Experience overseeing complex administrative programs and projects from beginning to completion.
• Ability to maintain confidentiality and follow data security and privacy policies.
• Ability to develop, maintain, and oversee electronic filing systems.
• Ability to create and apply tools to increase efficiency and or enhance operations.
• Ability to work independently to make complex decisions and as a team player.

Work Environment

Work is performed in an office setting Monday through Friday.

Qualifications

Minimum Qualifications

• BA/BS or a combination of related education and work experience to equal four years; experience applying knowledge and skills to a recurring task or activity with an emphasis on precision and timeliness of execution.
• Proficient to advanced skills in spreadsheets.
• Advanced skills in MS Office Suite and Google Suite.
• Ability to simultaneously handle incoming inquiries, maintain calendars, and coordinate logistics in a dynamic office setting.
• Capability to re‑sequence daily priorities to accommodate urgent requests or shifting timelines.
• Experience working with confidential and sensitive information is required.

Preferred Qualifications

• Working knowledge of asset management.
• Familiarity with construction processes, assets, and service delivery.
• Experience with an EAM system.
• Experience with GIS.
• Experience with Smartsheet and project management software.
• Experience with Excel (formulas, data parsing, pivot tables).
• Knowledge of state reporting guidelines for hazardous materials.

Pay and Benefits

Pay Range: $21.72–$33.75/hr depending on education, qualifications, and 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.

Benefits

• 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.

How to Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume. Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

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.

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.