The Hormel Institute’s (HI) Administrative Specialist, reporting to the Administrative Office Lead, provides administrative support to the research faculty and managers as well as performs as part of the administration office team at HI. The Admin Specialist will maintain administrative workflow and efficiencies in the business operations of the labs and core facilities. The Admin Specialist handles a varied portfolio of faculty and manager assignments, working independently while performing the assigned administrative services.
Job Duties and Responsibilities
40% - Purchasing and Receiving
Work with faculty and staff to procure supplies, equipment and using UMarket, Quartzy, Enterprise Financial System (EFS), directly from vendor via Purchase Order or Purchasing Card and/or other purchasing platforms and systems.
Ensure compliance with University policies and best practices for purchasing.
Organize contracts and provide communication with vendors.
Manage tracking of orders, the receiving process, delivering physical packages and logging receipt in system.
Troubleshoot purchasing issues.
Liaison directly with HI and UMN finance staff to communicate changes and new policies and procedures to assigned faculty and staff.
Provide onboarding orientation to new lab members and staff members as they join assigned units regarding purchasing and receiving.
30% - Provides general administrative support to assigned faculty and staff
Assist with purchasing card reconciling, travel card usage, and other related administrative systems at HI.
Makes travel arrangements, coordinates visitor accommodations and itineraries, and processes related registrations, expenses, honorariums and reimbursements.
Coordinates registrations to meetings, professional memberships, etc.
Assists with the submission and progress tracking of material transfer agreements.
Provide limited scheduling support, including conference space requests, set up for lab meetings, committee meetings and catering arrangements.
Provide onboarding orientation to new lab members and staff members as they join assigned units regarding travel practices, material transfer agreements, scheduling, etc.
Compose and prepare business correspondence, completion of simple forms, and use of templates for standard research administrative functions.
Assist faculty with works.umn.edu data entry, updating CVs and other data collection required by HI and UMN.
25% - Provides HI-wide administrative support as part of the HI administrative team
Assist with incoming and outgoing mail distribution, receive and prepare deliveries as needed.
Print, copy, scan and fax documents as needed.
Provides HI reception desk support and greets visitors on rotating basis with other team members.
Participate in events, special programs, and activities at HI that require administrative support, catering coordination, transportation, reception desk responsibilities, itinerary planning, escorting guests, etc.
Assist with special projects and programs at HI that require administrative support, data collection and entry, creation and distribution of promotional or informational materials, etc.
5% - Other related duties as assigned
The Office of the Vice President for Research (OVPR) and The Hormel Institute endorses a “work with flexibility” approach that offers a welcoming and flexible work environment where everyone is inspired to do their best. Work location options include working fully remote, partially remote, or entirely in the office and are based on the work of the position. Some on-site work may be necessary for certain positions, even those designated as fully remote. Because we are a land-grant institution that serves the state, the University will continue to- in most cases- expect employees to live in Minnesota.
Compensation range: $18.93 - $23.85
Along with this compensation range, The Univesity of Minnesota offers one of the top Benefits Packages in the state of Minnesota.
The University of Minnesota offers a comprehensive benefits package including:
Competitive wages, paid holidays, vacation and sick leave
Low cost medical, dental, and pharmacy plans
Health care and dependent daycare flexible spending accounts
Excellent retirement plans with employer match
Disability and employer paid life insurance
Wellbeing program with reduced insurance premiums
Tuition reimbursement opportunities covering 75%-100% of eligible tuition
Student loan forgiveness opportunity
Opportunities for growth and promotion
Employee Assistance Program
This position has been designated as Flexible Work Profile One. Work Profile One is expected to work primarily on-site. Your office will be located at The Hormel Institute in Austin, MN. The Hormel Institute management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.
High School Diploma/GED and two years of related office and administrative experience. Training/education may be substituted for some of the years of experience.
Computer experience and proficiency with Microsoft Office software (Word, Excel, PowerPoint)
A highly effective team player, with the ability to also be independently effective
Experience successfully handling multiple project assignments simultaneously with attention to details
Commitment to building a culture that respects and embraces diversity, inclusion, and equity
Proven ability to handle matters expeditiously, proactively, and follow through on projects to successful completion
Experience drafting and preparing letters, memos, spreadsheets and other office documents
Experience in making travel arrangements for executives or faculty
Experience with financial processing including, but not limited to: purchasing supplies, purchase card reconciliation, purchase orders and employee reimbursement
Demonstrated excellent verbal and written communications skills with ability to communicate comfortably across a wide variety of ranks and cultures
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.