MIE Executive Office and Admin Specialist

University of Minnesota; Duluth (MN); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Paid holidays

Professional development

Tuition assistance

Healthcare benefits

Retirement plans

Employee assistance program

Job summary

University of Minnesota, Duluth is seeking an Administrative Coordinator to oversee daily department operations and serve as the primary point of contact for staff, faculty, and students. You will handle scheduling, records, and communications to support the Mechanical and Industrial Engineering Department.

Responsibilities include HR processes, course and event coordination, and collaboration with ISSS for international hires.

Qualifications

• High School Diploma/GED and four years of related office experience.
• Experience with Google Suite and MS Office apps.
• Experience with Canva for basic design.
• Familiarity with University systems is a plus.

Responsibilities

• Oversee daily operations of the department as directed by the Department Head.
• Coordinate scheduling, room usage, and calendars.
• Manage department communications, events, and newsletters.
• Assist with staff and student hiring processes and payroll verification.
• Maintain personnel records and onboarding with ISSS.

Skills

Customer service

Organization

Communication

Multitasking

Education

High School Diploma/GED

Tools

Google Suite

Microsoft Office

Canva

Job description

About the Job

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

Bargaining unit consideration begins on 10/21/2026 and ends on 10/28/2026.

Position Overview:

The Mechanical and Industrial Engineering Department is housed in Voss-Kovach Hall and operates several teaching and research laboratories. UMD is a mid-sized regional comprehensive public University of about 8,700 total students located along the shores of Lake Superior. The Industrial Engineering program was established in 1985, while the Mechanical Engineering program was added in 2004 and is a part of the third largest college (the Swenson College of Science and Engineering) in the U of M system. The department has close connections with local industries and government agencies, and its applied curricula have attracted a growing number of undergraduate and graduate students since its inception. More information can be found at: http://www.d.umn.edu/mie

This position will oversee the daily activities in the Mechanical and Industrial Engineering Department. The position includes oversight of daily operations as directed by the department head and being the lead for customer service, policies and procedures, schedules, data collection, and undergraduate/graduate student as well as term faculty personnel hiring. This position has extensive responsibilities that directly impact the core academic mission regarding student support, including curricula, course scheduling, registration and record keeping.

Duties/Responsibilities include:

Administrative Support (50%)

• Oversee daily operations of the department as directed by the Department Head
  • Maintain department electronic filing system
  • Maintain and purchase office equipment and supplies
  • Order and distribute keys and access cards to students, staff, and faculty in coordination with Lab Manager
  • Manage logistics for department visitors
  • Serve on departmental committees
  • Provide customer service for students, faculty, and staff
  • Respond to and initiate inquiries regarding departmental purchasing, personnel, facilities, and operations
  • Respond to and initiate internal and external inquiries as needed
  • Be familiar with University, College, and Department policies and procedures
  • Be able to understand and explain complex policies and procedures and independently resolve problems/questions from both students and faculty
  • Maintain and evaluate processes for department efficiencies
• Plan and prioritize departmental logistics in collaboration with Department Head and faculty, including
  • Departmental events
  • Departmental meetings and minutes
  • Room scheduling
  • Maintain complex schedules and calendars for the department
• Communications
  • Primary email and face‑to‑face communication point for the department
  • Basic ad creation of flyers and announcements, email invitations, etc. as needed
  • Assist with annual newsletter creation for alumni and donors and annual recruiting flyers for prospective students as needed
  • Complete department website updates as needed, including updating department News and Events site regularly
• Human Resources
  • Ensure requests for staff and student (undergraduate and graduate) hiring follows University and department processes
  • Assist with staff, faculty, and student worker searches and recruitment
  • Compose offer letters and complete other personnel paperwork
  • Approve timesheets for student workers and complete biweekly payroll verification
  • Complete other personnel record updates as needed and maintain personnel files
  • Coordinate international employee hires alongside ISSS, reviewing onboarding records, monitoring visa schedules, and maintaining compliance with federal regulations

Academic Support (45%)

• Undergraduate program responsibilities
  • Provide undergraduate student and program support
  • Provide support for Departmental external reviews
  • Complete course entry via CCS; enter and track requests for course changes
  • Work closely with faculty to issue student permission numbers
  • Work with department head to accurately record contact hours/minutes in annual accounting spreadsheets for the University
  • Collect senior exit interview data
  • Organize and collect assessment data in collaboration with the ABET assessment faculty leads
  • Coordinate with Career Services on hosting career events
  • Work with SCSE Academic and Advising Services on student records as needed

Miscellaneous (5%)

• Additional duties as assigned by the department head

The Employer retains the right to change or assign other duties to this position, with or without notice.

Location: On-site; Duluth

Work Schedule/Hours: Monday - Friday 8:00am to 4:30pm, 40 hours per week

Position Duration: 10-month appointment, Full Time 100%

Qualifications

Required Qualifications:

• High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience. Computer experience required. Specific knowledge/skills may be required.

Preferred Qualifications:

• Experience with Google suite (docs, slides, sheets) and Microsoft Office apps (word, excel, powerpoint)
• Experience with basic design software such as Canva
• Website maintenance and social media experience
• Detail-oriented
• Multi-tasker with the ability to move quickly between different tasks and the ability to juggle requests from multiple stakeholders at once
• Experience managing larger projects and meeting deadlines
• Experience providing customer service to students, faculty, and staff in a higher education setting
• Experience working with diverse groups
• Demonstrated ability to work independently and as part of a team
• Experience with University of Minnesota enterprise systems
• Familiarity with University of Minnesota policies and procedures

Pay and Benefits

Pay Range: $24.33 - $30.09 per hour; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Non-Faculty Labor Represented Staff (AFSCME Unit 6 - Clerical)

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

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

University of Minnesota, Duluth (UMD)

The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report's "America's Best Colleges" issue.

Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs.

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.