<p> Summary of Position:<br />This Executive Office and Administrative Assistant position supports the China Center and Confucius Institute and their executive director and provides customer service as the first point of contact for general inquiries to both units.<br /><br />The China Center is the University of Minnesota’s bridge to China, Hong Kong, and Taiwan. Since 1979, the China Center has worked to strengthen the bridge of understanding, friendship, exchange, and cooperation between the U.S. and Chinese people and cultures. The Confucius Institute at the University of Minnesota (CIUMN) was created to promote the study of Chinese language and culture throughout Minnesota. It is a collaborative initiative between the University of Minnesota, the Hanban/Confucius Institute Headquarters, and Capital Normal University in Beijing.<br /><br />The China Center and Confucius Institute are multicultural units that are strongly committed to the University’s goal of creating a positive and inclusive campus climate by advancing equity and diversity.<br /><br />The China Center and Confucius Institute are units of the Global Programs and Strategy Alliance (GPS Alliance). GPS Alliance is the central international office for the University of Minnesota system. The GPS Alliance is the driving force for the University of Minnesota in globalizing teaching, learning, research, and engagement. We support the University's mission by working closely with campuses, colleges, units, faculty and staff, students, and the community to comprehensively internationalize the University of Minnesota.<br /><br />50% Office front desk responsibilities<br />- Manage all functions of the China Center/Confucius Institute Office front desk including responding to general inquiries, scheduling and greeting campus visitors<br />- Maintain a welcoming and organized work space, supporting office staff, scheduling and maintaining shared building spaces<br />- Assist with event planning including catering, room reservations, transportation, lodging, and other logistics<br />- Update contacts and events in Salesforce CRM database; manage records and pull reports<br />- Develop and manage an organized document filing system<br />- Assist communications team with web updates, and provide content for newsletters, annual reports, and other communications<br />- Purchase supplies for office and events; manage the relevant financial documents and vendor contracts<br />- Coordinate calendars of full-time and part-time staff and students<br />- Open and close office daily, 8:00 a.m.-4:30 p.m.<br /><br />40% Provide administrative assistance for Executive Director for the China Center/Confucius Institute<br />- Meeting coordination including: Contact invitees, identify dates, times, locations, send invitations, reserve rooms and AV equipment, prepare meeting materials, setup and cleanup room, order food for events, and prepare refreshments<br />- Draft correspondence and take minutes at meetings<br />- Manage the executive director's office calendar including scheduling meetings with GPS staff, U of M community, and external constituents<br />- Handle mail and email correspondence: review document accuracy, obtain signatures, and send materials in a timely manner<br />- Travel arrangements for both domestic and international trips: register for conferences, book hotels, purchase airline tickets, arrange transportation, apply for international insurance, purchase gifts, and create the reimbursement sheet and financial documentation after the trip<br />- Input data from trips and events into Salesforce<br />- Review DMS for donations and prepare acknowledgment letters; submit queries<br /><br />10% Other ad hoc duties as assigned<br />- Represent the China Center and Confucius Institute at community events, which often occur outside regular business hours<br />- Contribute to a culture of inclusion, accessibility, and equity by creating a welcome and supportive atmosphere<br /> </p>
<p>Essential Qualifications:</p><ul><li> High School Diploma or GED</li><li> Four years of experience with office management or as an administrative assistant.</li><li> Experience living and/or working in a bilingual environment</li><li>Demonstrated familiarity with Chinese language and culture</li><li>Interest in and experience working with people from other cultures</li><li>Working knowledge of Microsoft Office Suite</li><li>Must be legally authorized to work in the United States</li></ul><p><br /><br />Preferred Qualifications:<br />• Experience with office management or as an administrative assistant<br />• Superb attention to detail<br />• Excellent oral and written communication skills<br />• Ability to multi-task and set priorities<br />• Experience supporting executive leadership<br />• Working knowledge of Salesforce or other CRM<br />• Chinese language proficiency<br />• Valid U.S. driver’s license</p>
Internal Number: 325326
About University of Minnesota, Twin Cities
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.