Administrator - MN Center for Philosophy of Science

The Minnesota Center for Philosophy of Science is located on the West Bank of the
Minneapolis campus of the University of Minnesota. We offer a flexible working
environment and encourage Center members, visitors and staff to engage in the vibrant
intellectual community of faculty, postdocs, and graduate students created by the
diverse interest groups, colloquia, and other activities the Center organizes. This
position provides day-to-day administrative support. They will also serve a vital role as
the first point of contact for students, visitors, and community members and perform
other office duties as assigned.

Please note: The schedule for this position is Monday - Friday, 30 hours/week. This is a
flexible hybrid position based on the Twin Cities UMN Campus.

Bargaining unit consideration begins on December 23, 2024 and ends on December 30, 2024.

Duties/Responsibilities: Requires the regular use of judgment and discretion in
order to professionally and independently perform the following representative
job functions:

Center Director Administrative Support (40%)

• Serve as information resource for Center members, fellows, graduate students,
  visitors, and others associated with Center programs and activities
• Monitor MCPS central email account; respond to queries, concerns (received via
  telephone, email, in-person visits)
• Schedule Center discussion and business meetings, provide other calendar
  assistance such as reserving rooms, ordering refreshments, issuing reminders of
  upcoming meetings, and confirming participant attendance
• Prepare documents, draft correspondence, and process mailings and other print
  and electronic communications
• Oversee purchasing, supplier management, and HR documentation for financial
  and hiring processes
• Maintain an adequate store of office supplies, most often ordering through the
  UMarket online ordering system
• Manage Center conference room and library collection
• Provide administrative assistance for graduate minor program in Studies of
  Science and Technology
• Facilitate the hiring process for post-doctoral candidates, including advertising,
  application management, and onboarding

Marketing and Communications Support (35%)

• Design, organize and prepare materials for workshops and conferences,
  including contributing to layout decisions with external designer
• Edit and manage the Center's video content on its YouTube channel
• Develop and execute social media strategies, including competitive research,
  platform management, and audience engagement for the MCPS community and
  grant-related initiatives
• Manage and update the Center's website content and design
• Assist with advertising Center colloquia series, workshops and other events,
  including providing support in the design and production of flyers, posters and
  other printed materials, and mailing flyers via campus and U.S. mail

Facilitate Center Colloquia and workshops (15%)

• Communicate with visiting speakers to inform them about procedures and
  schedule for their visit, request a title and abstract
• Coordinate schedule for each speaker's visit, reserve hotel and lecture rooms,
  make dinner reservations, make arrangements for graduate student lunch and
  post-lecture reception, set up faculty and graduate student meetings
• Make hospitality arrangements including refreshments
• Complete paper work for payment of colloquia expenses and honoraria and
  workshop expenses
• Assist workshop convener(s) in drafting and sending invitations to attend
• Record and confirm participant reservations, and maintain communications with
  participants
• Collect and distribute pre-workshop materials
• Coordinate schedule workshop events, reserve hotel and discussion rooms,
  make arrangements for meals

Assist Center members and fellows with preparation, submission and
administration of grants and with interdisciplinary research related activities (5%)

• Develop budget
• Organize proposal submission
• Process queries from accountants and subawards during period of grant

Work on publication of volumes in Center series, Minnesota Studies in
Philosophy of Science (5%)

• Collect and deliver manuscripts and other documents to publisher
• Serve as liaison between editor(s) and contributors
• Serve as liaison between editor(s) and publisher
• Oversee publication stages, keeping editor(s) and contributors informed of
  deadlines and assisting with various editorial tasks

Required Qualifications:

• High School Diploma/GED and four (4) years of progressively more responsible
  executive-level administrative support experience. Training or education may be
  substituted for some of the years of experience.

Preferred Qualifications:

• Demonstrated ability to multi-task, organize, prioritize, and coordinate work
  assignments
• Skilled in handling sensitive and confidential information with professionalism
  when working with diverse stakeholders, including staff, graduate students,
  faculty, and visiting scholars.
• Excellent oral and written communication skills
• Working knowledge of MS Office, Google Workspace, Adobe Acrobat, basic
  website maintenance, and social media tools.
• Ability to quickly learn and adapt to software for website management, financial
  tasks (e.g., bill payment, travel reimbursement, grant applications), and hiring
  processes.
• Grammatical, video and design software editing skills
• Strong social media skills
• Experience in a higher education setting
• Strong editing skills, with a mastery of AP style and experience drafting business
  correspondence and professional documents.
• Experience managing print publication processes and producing annual reports
  or marketing newsletters.
• Event management experience
• Successful track record of managing multiple projects and meeting deadlines in
  a fast-paced, dynamic office environment with minimal supervision.
• Proficiency in setting up computer hardware and providing technical assistance.
• Familiarity with Adobe Photoshop, Canva, and Media Space, Drupal, HTML/CSS

Pay Range: $24.08 - $28.09; depending on education/qualifications/experience

Time Appointment: 75% 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

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 employ@umn.edu or call (612) 624-8647.

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: http://diversity.umn.edu

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.

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).