Office & Admin Specialist

University of Minnesota; Saint Paul (MN); Hybrid; USD 48,000 - 60,000; Full time

Benefits offered by this job

Paid holidays

Health insurance

Tuition benefits

Retirement plans

Transit benefits

Professional development

Job summary

The University of Minnesota, Twin Cities, is seeking an Office & Admin Specialist to support the Division of Environmental Health Sciences and affiliated programs. This role combines front desk duties, meeting coordination, and robust office management to ensure smooth daily operations.

This 100%-time civil-service position offers a structured schedule in-office with hybrid flexibility, Monday–Friday, 8:00 AM–4:30 PM, and a competitive benefits package supporting professional growth.

Qualifications

• High school diploma or GED plus two years related clerical/administrative experience or equivalent combination.
• Proven ability to troubleshoot operational issues and resolve problems.
• Effective customer service skills, written and verbal.
• Experience with end-to-end event support and meeting logistics.
• Proficiency in preparing financial documents.
• Proficient in Microsoft Office and Google Workspace.

Responsibilities

• Office Management and Administrative Support - 55%: front desk inquiries, direct to resources, in-person/phone/email; coordinate meetings; manage office equipment and service contracts; space planning; prep Grad RA letters; maintain common areas; manage supplies; time and absence administrator.
• Event and Communications Support - 15%: assist with planning and wrap-up of events; help with publications and communications; manage faculty seminar logistics.
• Department Financial/Payroll Preparer - 30%: prepare financial docs for submission; reconcile division Pcard; submit UMarket purchases; review biweekly payroll; I-9 verification.

Skills

Customer service

Event planning

Office management

Front desk duties

Time management

Education

High school diploma / GED

Two years admin experience

Tools

Microsoft Office

Google Workspace

Job description

About the Job

The Division of Environmental Health Sciences within the School of Public Health is seeking to fill an Office & Admin Specialist position. The Office & Admin Specialist supports the daily operations in the Division of Environmental Health Sciences (50%), Minnesota Technical Assistance Program (25%) and Midwest Center for Occupational Health and Safety (25%) by providing general administrative support, office management oversight, and event support.

Work Location: This is an in-person position with some hybrid flexibility. The current expectation is to work in the office three days per week, though this is subject to change based on the needs of the school. Work hours are Monday to Friday, 8:00 AM - 4:30 PM.

Appointment Details: This is a 100%-time, 12-month, continuous labor represented position, represented by AFSCME Clerical Unit 6.

Bargaining unit consideration begins on 8/17/2026 and ends on 8/24/2026.

Job Responsibilities:

Office Management and Administrative Support - 55%

• Serve as the primary point of contact for general inquiries from faculty, staff, students, and visitors at the front desk reception area; direct questions to appropriate resources when needed via in-person, phone call and email. Independently initiates inquiries and resolves problems as they arise.
• Coordinate meeting logistics (zoom, room reservations)
• Manage and maintain office equipment (printers, copiers, scanner, etc.), including attending service contracts
• Coordinate and oversee office space planning including facility maintenance, repairs and renovations,
• Coordinate office space for new faculty and staff, including ordering computers, furniture, phones, and business cards; arrange for office space and equipment for visitors
• Assist with the preparation and submission of Grad RA appointment letter,
• Maintain appearance of all common areas including, but not limited to, main office, kitchens, and conference rooms,
• Maintain inventory of office supplies and equipment,
• Serve as time and absence administrator

Event and Communications Support - 15%

• Support the division and centers with planning, execution and wrap up of events,
• Support division with school publications and other communications,
• Manage logistics for faculty seminars during the academic year.

Department Financial/Payroll Preparer - 30%

• Support preparation of financial documents for submission to FSS and/or FinOps,
• Manage and reconcile the division Pcard,
• Submit UMarket purchases,
• Review of biweekly payroll, pre-confirm, and abstract/pay verification report,
• I-9 Verification

Other duties as assigned according to departmental and collegiate needs.

The employer reserves the right to change or assign other duties to this position

Qualifications

Required Qualifications:

• High school diploma/GED and two years related clerical, office or administrative experience OR equivalent combination of relevant office work experience AND related education in administrative support course work/office setting to total two years.
• Demonstrated ability to independently troubleshoot operational issues and resolve problems.
• Effective customer service skills, both written and verbal communication.
• Experience with end-to-end event support and meeting logistics.
• Proficiency in preparing financial documents.
• Proficient in Microsoft Office and Google Workspace.

Preferred Qualifications:

• UMN experience with PCard, UMarket, PeopleSoft, and TDX.

Pay and Benefits

Pay Range: $48,000- $60,000 annually; 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.