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Project Assistant, Regional Sustainable Development Partnerships
About the Department
The University of Minnesota Extension’s Regional Sustainable Development Partnerships (RSDP) brings together community and University knowledge and resources to drive sustainability in four focus areas: agriculture and food systems, clean energy, natural resources and resilient communities. We support multi-region clean energy programming as a partner of Clean Energy Resource Teams (CERTs). CERTs connects individuals, organizations, and their communities with the resources they need to identify and implement community-scale energy efficiency and clean energy projects, including energy efficiency, renewable energy, and beneficial electrification.
RSDP also supports multi-region food systems work across Greater Minnesota and local projects through five regional boards made up of community members and University faculty and staff. These projects foster innovation, deepen understanding and build relationships that empower Greater Minnesota communities to advance their future sustainability. Across RSDP’s work, the Partnerships strive to advance diversity and inclusivity, recognizing and understanding the issues to be intertwined with sustainability. Find out more about RSDP at https://extension.umn.edu/regional-partnerships.
University of Minnesota Extension is a major outreach arm of the University of Minnesota with a mission to serve the public through applied research and education. Our mission is to make a difference by connecting community needs and University resources to address critical issues in Minnesota. Extension strives to attract and retain high-quality, passionate employees. Find further information on the Extension website.
$24.33 - $30.69/hour; depending on qualifications
Full-time, 40 hours a week (100% time)
Primary Responsibilities
Monitor and Coordinate Project Deliverables (40%)
- Track deliverables and reporting deadlines for numerous active projects
- Maintain data systems about grants and projects that track start dates, end dates, benchmarks and additional critical information
- Prepare and provide reports on progress of projects, deliverables and other project-related outputs as scheduled and/or requested
- Serve as the primary point person for project managers and program directors seeking updates on the status of grant-related administrative tasks.
- Provide administrative support for the development of funding proposals by tracking requirements and deadlines, tracking progress, following up with partners on required elements of the proposal, and assembling the pieces as they are completed.
- Communicate with colleagues and partners to coordinate efforts to meet project deadlines and fulfill project deliverables.
- Proactively anticipate and troubleshoot potential bottlenecks in project timelines.
Execute Administrative Processes (35%)
- Prepare required documentation for initiation of new projects and contracts with external partners and funders.
- Manage incoming project invoices and approvals through communication with partners and execution of University processes.
- Coordinate and track communication with external partners to streamline administrative steps and ensure timely responses.
- Perform other related financial administrative tasks and communication to support the accurate and timely tracking of project or grant expenditures.
- Collaborate with colleagues to identify better ways to achieve end results and streamline administrative workflows.
- Monitor CERTs and/or SAFS departmental email(s) daily, and ensure appropriate follow-up.
- Maintain up-to-date and accurate documents.
- Manage project-related communication lists and databases.
Project Management Systems Maintenance and Support (25%)
- Maintains CERT’s job board, the CERTs events calendar, and other online information sources by sourcing and updating relevant openings and listings.
- Support project management systems by helping staff navigate software platforms, troubleshooting technical issues, and improving workflows to prevent delays.
- Maintain and assist with organizing shared files structures, folders, and documents (e.g. Shared Drive folders and filing systems).
- Additional related duties as assigned.
Required Qualifications
- High School Diploma/GED and four (4) years of closely-related professional experience
- Experience must include:
- Organizing and tracking complex administrative responsibilities, ideally related to grants and contracts
- Demonstrated ability to effectively manage moving parts for numerous projects and multiple deadlines simultaneously
- Exceptional organizational skills, strong accuracy, and attention to detail
- Advanced proficiency in Google Workspace (Drive, Gmail, Docs, Sheets)
- Proficiency in project management software
- Excellent customer service skills, including "polite persistence" when following up on requests.
- Excellent verbal and written communication skills
- Strong ability to work independently, prioritize urgent tasks, and determine who needs to know what.
- Valid driver’s license and access to a vehicle with required insurance. Must be able to drive 150 miles occasionally as well as travel with 2-4 overnight stays are required over the year.
- Reimbursement for travel and subsistence is available in accordance with University policy
- Must have reliable internet if/when working outside of assigned office location.
- Must be able to attend in-person meetings in various types of buildings and outdoor environments.
- Must be able to push, pull, carry and/or lift up to 20 pounds occasionally.
- Must be able to work on a computer for prolonged periods of time.
Preferred Qualifications
- Experience with the administrative lifecycle of grants and sponsored funds, including setting up contracts, financial administration, tracking deliverables, and reporting cycles.
- Experience in Monday.com or similar project management software
- Experience improving administrative workflows and implementing more efficient ways to organize files or track data
- Strong problem-solving skills
- Ability to serve as a liaison or coordinator within and between different work teams
- Proven ability to work in team environment
Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.
Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.
To request an accommodation during the application process, please e-mail [email protected] or call (612) 624-8647.
