Operations Associate

Organization
Institute on the Environment
Organization Summary

Do you have – or are you looking to gain –  experience supporting a bustling professional office? Are you interested in creating effective administration and supporting the critical work of sustainability and climate action? We are seeking an administrative generalist to join the Institute on the Environment to help us advance our mission of building a future in which the environment and all people prosper together in a just and equitable manner.

This position will assist in supporting and coordinating the day-to-day operations of the Institute and will be a member of IonE’s administrative team, reporting to the Administrative Director. It is expected that the incumbent in this position will refine and further develop the fundamental systems of IonE’s day-to-day operational processes supporting our research and other activities; they will recommend, design, and implement improved systems for finance and administrative processes.

This position will be a member of IonE’s administrative team, reporting to the Administrative Director. 

Posting Date
Closing Date
Location in MN
Metro
Job type
full-time
Salary

The starting range for this position is $39k-$50k, with comprehensive benefits.

Hours

Full-time

Primary Duties

Job Duties and Responsibilities

  • 70% Central Administrative Projects Management.
    Develop, recommend,  and implement the operational processes and day-to-day activities of the unit to include, but not limited to:

    • Finance & accounting support, such as (1)  financial document prep & review, (2) triage unit’s finance email inbox, and (3) liaise with college financial cluster team
    • Human resources support, such as (1) work with supervisors to coordinate new job postings, (2) assist in recruiting and onboarding efforts, and (3) liaise with college HR cluster team
    • Acting as a representative of IonE on specifically assigned matters such as Department Facility Representative
    • Inventory & office supplies management
    • Meeting & scheduling support/coordination, such as (1) doodle poll management and schedule alignment, (2) room reservations, and (3) catering coordination 
      • Note: Meeting & scheduling support will be for the broader organization (i.e., monthly all-staff meeting, quarterly board meetings, etc.) 
    • Minor edits or additions to the IonE website, such as (1) update staff and affiliate bios, (2) copy edits, and (3) update links and attachments
    • Other administrative and operational assistance tasks as assigned
       
  • 20% Program Support
    • Ad Hoc support, as needed/requested, to provide administrative & general support to IonE program directors and managers, such as (1) identifying program and project reporting needs, (2) preparing internal/external reports, and (3) scheduling assistance with internal and external stakeholders
       
  • 10% General Office Support, to include:
    • Main office concierge and front-of-house management, such as welcoming visitors and providing guest parking validations
    • Manage our physical space when programs or visitors use the IonE assigned spaces in the Learning and Environmental Sciences Building, providing a welcoming, accommodating, and professional physical environment
      • Note: The above duties may be delegated to student employees with oversight from the incumbent in this position
Experience

Required Qualifications

  • BA/BS degree OR a combination of education and work experience equal to four years
    • Experience must include some time working in a professional office environment
  • Demonstrated commitment to valuing, promoting, and/or advancing diversity, equity, inclusion, and justice efforts
  • Experience with PeopleSoft financials, UMN reporting center, OR an ability and willingness to complete required training on these systems
  • Customer service mentality, seeking to advance the Institute and its mission through service to key staff and stakeholders
  • Mid-level proficiency in the suite of Google & Microsoft applications (i.e., gmail, google calendar, google drive, word, and excel)

Preferred Qualifications

  • Relevant experience in supporting a higher education or related organization
  • Knowledge of University business procedures and policies or similar processes in a complex organization
  • Exceptional written and verbal communication skills
  • Process improvement and/or project management experience
  • Familiarity with accounting/financial processes

Qualities of a strong candidate are likely to include some of the following:

  • Ability to project a professional demeanor in a variety of situations and settings, including with partners and visitors to the institute
  • Commitment to creating organizational and administrative efficiencies
  • Critical thinking, analytical, and problem-solving skills; including the ability to anticipate and recognize issues as they arise, and the ability to make decisions independently within established guidelines and protocols
  • Ability to work independently or collaboratively with others while being self-directed
  • Agility and ability to handle multiple responsibilities with high attention to detail
  • Intercultural competency and high emotional intelligence, demonstrating a welcoming and inclusive approach to interpersonal interactions
  • Adaptability, desire to find creative solutions, and a results-oriented attitude
  • Able to give, receive, and ask for feedback to foster growth and development
How to Apply

To learn more and apply visit the University of Minnesota Employment website and search for job ID 344962.

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