Administrative Associate 1

University of Minnesota; Minneapolis (MN); On-site; USD 57,000 - 60,000; Full time

Job summary

The University of Minnesota seeks an Administrative Assistant to support operations at the Rosemount ROC and SPRF. This role provides critical administrative, communications, and staff-management support across multiple facilities, coordinating events, purchases, and information systems.

The position collaborates with CFANS HR and other stakeholders to interpret policies, improve processes, and ensure inclusive, efficient operations.

Qualifications

• BA/BS in office administration or equivalent (or combination of related education and work experience).
• Detail-oriented with ability to manage workflow and meet deadlines.
• Excellent communication across levels including phone, email, and social media.
• Commitment to inclusive practices and equity.
• Ability to collaborate and problem-solve with others.
• Demonstrated multitasking and ability to manage competing assignments.
• Experience working with diverse groups and communities.

Responsibilities

• Provide administrative support for the director of operations and staff at Rosemount ROC and SPRF.
• Represent Rosemount ROC and liaise with public, commodity, industry, and private groups; respond in directors absence.
• Coordinate meetings/events; prepare agendas, logistics, and notes; manage mailing lists and records.
• Track Advisory Committee terms, nominations, and communications.
• Procure supplies and manage invoices; handle procurement processes.
• Assist with special projects and equity training implementations.
• Supervise cleaning services or contracted vendors; manage space use agreements.
• Maintain digital databases and documentation for operations.

Skills

Detail‑oriented

Workflow management

Meeting deadlines

Communication skills

Inclusive practices

Collaborative

Education

BA/BS in office administration or related

Tools

PeopleSoft

Job description

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

Location: Rosemount, MN.

Schedule: Monday-Friday, 7:00am-3:30pm (40 hours per week)

Position Overview:

This position provides support for the departmental operations at the Rosemount Research and Outreach Center (RROC) in Rosemount, and the Sand Plain Research Farm (SPRF) in Becker. The position serves as an administrative assistant to the Director of Operations of the Rosemount ROC. The position consults with the Director regarding decisions and strategic operation, identifies solutions for operational problems, and escalates complaints and grievances as needed. The main areas of responsibility are operations/administrative support, communications, space and facilities planning, office functionality, TDX navigator, and employee management. The position independently manages the work environment within the office while taking the initiative in developing and implementing more efficient and effective departmental procedures through continuous improvement and cost-effectiveness. The position also works closely with Rosemount ROC faculty, graduate students, support staff, other administrators, finance team members, outside agencies, and external stakeholders while fostering a welcoming and inclusive environment that encourages engagement of people from all backgrounds.

The position will advise on University policy and State and Federal laws in collaboration with CFANS HR to interpret and communicate University, College, and Departmental policies, navigate policies appropriately to problem-solve, provide guidance, and facilitate personnel actions within the Center.

Major Areas of Accountability (with percentages):

• Administrative and Operational Support 45%
  • Provide administrative support for the director of operations, staff, faculty, and Extension personnel at the Rosemount ROC and Sand Plain Research Farm.
  • Represent Rosemount ROC and serve as liaison between the Director of Operations and the public, commodity, industry, and private groups. In the absence of the director, respond to immediate needs, act where appropriate, and elevate issues as necessary.
  • Facilitate meetings and events such as bi-annual Advisory Committee Meetings, staff, and faculty meetings, Annual Rosemount ROC and SPRF Field Days, Extension Topic Days, and other Rosemount ROC and SPRF events or special events with commodity groups. Prepare agendas, initiate logistical arrangements, and take notes as needed. Manage mailing lists, databases of participants and stakeholders, and other electronic records of activities related to events.
  • Track Advisory Committee member terms, nominations, and communication.
  • Analyze the best cost alternatives and fulfill purchases of supplies and services for Rosemount ROC and the SPRF. Order supplies as needed through UMarket or other sources.
  • Receive and route shipments and invoices to the proper channels to ensure timely procurement and payment.
  • Assist Rosemount ROC, SPRF, and CFANS leadership with special projects in union with their supervisor.
  • Responsible for implementing and managing the general operations and management of the RROC office. Recommend process improvements to the Directors of Operations.
  • Assist with implementation of equity and diversity (EI) training for RROC and SPRF personnel.
  • Supervise, coordinate, and communicate with cleaning services and/or contracted sources if needed.
  • Manage space use along with initiating facility use agreements with outside agencies for use in the RROC Administration Building Conference Room and the SPRF Ops Building Conference Room as well as other space use agreements.
  • Maintain and update digital, cloud-based databases with invoices, administrative process records, and other important documentation
• Communications Support 30%
  • Manage and maintain Rosemount ROC and Sand Plain Research Farm website and social media.
  • Work with CFANS Communications, Directors of Operation, and Research Project Groups and Extension to regularly publish materials related to activity at Rosemount ROC and Sand Plain Research Farm.
  • Capture and organize photo, video, and audio content during Rosemount ROC and Sand Plain Research Farm events for use in publishing communications materials.
  • Solicit media content from Rosemount ROC and SPRF Farm Crew for use in publishing communications materials.
  • Drive storytelling projects at the Rosemount ROC and Sand Plain Research Farm.
  • Develops and refines social media content and general communication strategy for the Rosemount ROC and Sand Plain Research Farm
• Staff Management and Support 25%
  • Develops and implements a balanced and efficient work environment and processes. Develops and utilizes multiple onboarding processes and resources. Manage pre-hiring activities, on-boarding, and off-boarding of employees.
  • Serves as the TDX Navigator/PASER and is responsible for assisting and training employees with TDX forms for Human Resources and Finance. Serves as point of contact for employees seeking contact information for processes overseen by CFANS Human Resources and Finance. Assist with the completion of the First Report of Injury online form.
  • Manage paperwork for MAST students, visiting scholars, and VISA for all incoming international students and staff as needed or other work eligibility requirements. Initiate H1-B VISAs. Ensure compliance with university policies and State and Federal laws. Submit the required forms to the appropriate ISSS contact, as well as [e-mail] and [e-mail].
  • Performs due diligence in the hiring processes set in place prior to initiating TDX forms for hiring full-time continuous appointments, salary changes, terminations, and retirements for all employee groups.
  • Assist as needed in staff search committees.
  • Assist Rosemount ROC and SPRF finance to maintain the required separation of duties. Work with finance on budgetary items, salaries, and anticipated increases for the new fiscal year. Review payroll, budgets, distributions, and departmental records to ensure data accuracy. Initiate TDX forms if there are inaccuracies.
  • Consult with CFANS HR regarding University and College employment policies and laws. Navigate policies appropriately to problem-solve and facilitate personnel actions within the department.

Qualifications

Required Qualifications:

• BA/BS in office administration or a combination of related education and work experience to equal four years.
• Skilled at working with details, managing workflow and meeting deadlines.
• Proven effective, appropriate, and welcoming communication skills on multiple levels including, person-to-person, on the phone, email, and social media.
• Demonstrated commitment to inclusive practices and equity.
• Ability to work collaboratively with others to address and resolve problems.
• Proven ability to multitask, prioritize, and manage competing assignments/projects.
• Ability to work in, and with, diverse groups and underrepresented populations and communities.

Preferred Qualifications:

• Experience working with PeopleSoft or other HR systems.
• Experience working with web development and social media content creation.
• Experience managing low level IT issues and components of a web/online/virtual conference (Set-up, hosting, recording).
• Ability to work in a changing environment: remaining positive, proactive, resourceful, and efficient

Pay and Benefits

Pay Range: $27.25 - $29.00 per hour; depending on education/qualifications/experience

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: 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.