Apply for Job Job ID 367395
Location Twin Cities
Job Family Administration-General
Full/Part Time Full-Time
Regular/Temporary Regular
Job Code 0834
Employee Class Civil Service
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About the Job
The Executive Receptionist & Office Manager is the first point of contact for guests in the Office of the President. This position represents the Office of the President by providing exceptional customer service in person, by email, and over the phone. The Executive Receptionist & Office Manager supports the President's staff by ensuring the supplies are stocked, systems are functional, and the office is operating at peak efficiency. This position also keeps the President and senior staff informed, prepared, and on schedule.
Job Duties
Administrative Management Responsibilities (60%)
- Provide administrative support to the Office of the President staff and any visitors.
- Monitor the President's schedule and plan logistics for upcoming appointments/visitors.
- Assist with outgoing print and email correspondence, triage and distribute incoming mail.
- Assist Office of the President staff with project support, event planning, and assist with Huntington Bank Stadium Suite preparation for home football games
- Make recommendations to improve the efficiencies and effectiveness of office operations
- Order office supplies and monitor inventory to ensure supplies are adequately stocked
- Create and support a positive, team-oriented working environment
Oversee Front Desk Experience (40%)
- Interact with faculty, staff, students, community members, vendors and visitors on a daily basis to make all feel welcome and valued.
- Lead the daily operations of the front desk with a focus on customer service, organization and efficiency ensuring all visitors are attended to promptly and with a high level of professionalism.
- Collaborate with other members of the President's Office to ensure all are prepared for meetings, walk-in guests and any potential emergency situations.
- Provide prompt responses to any incoming voicemails or emails assisting to triage and make referrals to the other team members as necessary.
- Liaise with front line staff of the other senior leadership to ensure open communication and provide information as needed.
- Work with UMPD to ensure security practices are up to date and effective. Monitor the security cameras and ensure best practices are followed.
- Maintain the spaces and physical environment of the Office of the President to the highest professional standards.
- Work with Facilities Management to maintain operations and alert them of any maintenance needs
- Manage filing system for the office
Schedule
- WORK DAYS: Monday to Friday
- WORK HOURS: 8am to 5pm
- WORK MODE: Monday to Thursday in person on campus, Friday - hybrid (one day a week)
Qualifications
Required Qualifications
- HS graduate with a minimum of four years of post-high school education/experience in administrative support and office operations
- Demonstrated experience in public-facing, customer service environment
- Demonstrated experience using MS Office (Word, Excel, PowerPoint), Zoom and Google (Gmail, Google Calendar, Drive)
- Strong computer, database, and electronic calendaring skills
- Excellent interpersonal, oral, and written communication skills
- Demonstrated experience working with people from diverse backgrounds
- Demonstrated ability to handle confidential information and maintain confidential materials with discretion
- Demonstrated ability to work effectively in a fast-paced, deadline-driven environment
- Experience working effectively and collaboratively as part of a team and also working independently with a high level of self-direction
Preferred Qualifications
- A cover letter and resume with your application is strongly preferred.
- Previous experience with project management and/or event coordination
- Experience with office facilities activities and/or management
- Demonstrated experience where work required multi-tasking, priority setting and strong attention to detail
- Previous experience navigating complex situations/questions.
- Prior experience using Smartsheet, Asana or Salesforce
Pay and Benefits
Pay Range: $52,000 - $58,000, depending on education/qualifications/experience
Time Appointment: 100% Appointment
Position Type:Civil-Service & Non-Faculty Labor Represented Staff
Please visit the Office of Human Resources website for more information regarding benefit eligibility.
The University offers a comprehensive benefits package that includes:
- Competitive wages, paid holidays, and generous time off
- Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
- Low-cost medical, dental, and pharmacy plans
- Healthcare and dependent care flexible spending accounts
- University HSA contributions
- Disability and employer-paid life insurance
- Employee wellbeing program
- Excellent retirement plans with employer contribution
- Public Service Loan Forgiveness (PSLF) opportunity
- Financial counseling services
- Employee Assistance Program with eight sessions of counseling at no cost
- Employee Transit Pass with free or reduced rates in the Twin Cities metro area
How To Apply
Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and 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.
A cover letter and resume with your application is strongly preferred. Applications will be reviewed on a rolling basis. The job will remain posted through April 10, 2025.
To request an accommodation during the application process, please e-mail or call .
Diversity
The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U:
Employment Requirements
Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
About the U of M
The University of Minnesota, Twin Cities (UMTC) The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.
At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).