OVERVIEW: The Carlson School of Management consists of several cluster areas that are comprised of academic departments. Within each cluster, there is a team of support staff that provides administrative, clerical, and technical support for the academic units housed nearby. The HOM cluster (consisting of two academic departments, the Supply Chain and Operations Department and the Department of Marketing) is made up of 37 full-time research and teaching faculty, 27 graduate students, approximately 15 part-time faculty, and 45 teaching and peer assistants. They are supported by four full-time staff members. This position is considered the main support contact for faculty members who have assumed additional responsibilities, i.e., Supply Chain and Operations Board of Advisors Director and the departmental Ph.D. coordinators, Masters in Supply Chain Management directors, as well as direct support for the department chairs and administrators. As part of the HOM Cluster staff team, this position is also expected to work with and assist the other staff members on a regular basis.
35% Administrative Support for the Supply Chain and Operations Board of Advisors and Executive Committee:
-Primary staff support for the Supply Chain and Operations Board of Advisors (a 43 member board that meets at least twice annually), this includes working with the SCO Executive in Residence to set up the agenda, taking meeting minutes at both the planning meetings and the Board meetings, setting up the room, ordering food, etc.)
-Preparing and distributing official communiques (memos, invitations, notices, etc.) to the Board
-Primary staff support for the SCO Executive Committee. Committee consists of 10 executives from the larger board. Its primary role is to assist the department with key strategic plans. This position works with the SCO Executive in Residence and the two co-chairs of the committee to coordinate monthly and ad hoc meetings and is required to take minutes at these meetings and assist with the production of the minutes (summarizing and distributing them)
-Assist the SCO Executive Committee in the coordination of networking events that are held both on and off campus
35% Event Coordination and Communication:
-Coordinator for the SCO Seminar Series. Duties include making hotel reservations for speakers; coordinating the visit schedule for each speaker; making room reservations; writing up and sending out the announcements for each visit; ordering food for the seminars, etc. There are approximately 12 speakers each academic year.
-Manages all aspects of the Marketing Department’s Brand Matters Series (there are 4 events offered each year; average attendance for these events is 150). Duties include setting up the registration site through Destiny One and tracking participant data; coordinating with the two external sponsors; overseeing all of the logistics on the event day, etc.
-Key support for the new Masters in Supply Chain Program Director, the Academic Director, and department chair’s outreach efforts. Duties consist of setting up the meetings with external constituencies and the Director; preparing and organizing needed materials, taking minutes if required for related meetings, etc.
-Responsible for the coordination of the annual Masters in Supply Chain graduation ceremony.
-Assist both the Marketing and SCO Departments with miscellaneous conferences, workshop events, and case competitions (e.g. room scheduling, menu planning, travel arrangements, audio/visual arrangements, hotel reservations, etc.)
10% Administrative Support for SCO and MKTG Departments and Faculty:
-Process monthly financial paperwork associated with the E-statements (UDS, Printing Services, UMarket, Parking, etc.), and meeting with each department administrator to go over the results
-Primary staff support for the SCO Ph.D. coordinator. Duties include coordinating the annual prelim exams in conjunction with the coordinator; setting up student job talks and summer presentation event; assisting with the travel arrangements for student recruiting visits; maintaining the SCO Ph.D. student database, etc.
-Maintain portions of the SCO and MKTG departmental websites – specifically the SCO Seminar Series, SC&O Board of Advisors, and the Brand Matters pages
-Schedule meetings, reserve rooms (classrooms, conference and break-out rooms, etc.), maintain calendars, if required, etc.
-Take meeting minutes for ad hoc meetings when needed
-Collate/assemble course and meeting materials for SCO and MKTG
-Word processing as related to teaching, research, and department administrative assistance for SCO and MKTG
-Copy, scan, fax, and file as needed
-Support special projects as needed
10% Administrative Support for Cluster:
-Backup for the other HOM Executive Office Administrative Specialists when necessary (e.g. assisting with faculty searches, annual faculty review process, purchasing for faculty and Ph.D. students, special projects, etc.)
-Coordinate monthly cluster meetings. Duties include working with the department administrators to set the agenda; taking the meeting minutes and distributing the completed versions; scheduling the room, etc.
-Backup for office supply ordering
-Assist other cluster staff when needed with copying, faxing, scanning, filing, and typing projects.
-Meet with the staff team on a regular basis to discuss workload and other issues
-Backup support for Canvas system for both departments
-Attend necessary training to remain current of changes and trends.
-Primary back-up for the cluster front desk
10% Course Support:
-Manage the student evaluation process for both departments. This includes setting the distribution and collection dates for the A, B, 11-week, and full-term classes; compiling the packets for each class and distributing them; processing the collection of completed evaluations, and tracking all of the above.
** The employer reserves the right to change or assign other duties to this position **
*MINIMUM / ESSENTIAL QUALIFICATIONS: High School diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience. Computer experience. Experience with Microsoft Office software (Word, Excel, PowerPoint, and Access). Experience with event planning. Demonstrated ability to take and compile meeting minutes accurately.
*PREFERRED QUALIFICATIONS / SELECTION CRITERIA: Experience in a university/college setting, especially working with faculty and Ph.D. students in the areas of teaching and research; working knowledge of the University of Minnesota’s systems and policies/procedures; demonstrated familiarity with electronic calendaring; demonstrated good verbal and written communications skills; the demonstrated ability to work under pressure and meet multiple deadlines; proven ability to prioritize; detail oriented and proven organization skills; demonstrated ability to work with others in a professional manner; proven ability to work independently and also in a team setting. Demonstrated ability to coordinate between individuals and organizations. Experience with larger scale events, e.g. conferences and workshops and demonstrated ability in the following areas: travel and hotel arrangements, room scheduling, menu planning and ordering, registration, audio/visual arrangements, event advertising, development/gathering of event materials, etc. Demonstrated ability/experience working closely with constituencies external to the University.
Internal Number: 328619
About University of Minnesota, Twin Cities
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