Events & Facilities Admin - University of Minnesota - 15th Ave

Apply for Job Job ID365118 LocationAll Other -See Job Description Job FamilyAdministration-General Full/Part TimeFull-Time Regular/TemporaryRegular Job Code8208A1 Employee ClassCivil Service Add to Favorite Jobs Email this Job About the Job The administration department at The Hormel Institute serves as the backbone of the organization, consisting of administrative assistants who offer crucial support across all areas. Their primary role is to ensure the seamless functioning of operations by managing administrative tasks, facilitating communication, and providing essential aid to all departments and faculty. The administration department plays a pivotal role in advancing The Hormel Institute's mission by providing indispensable support services, allowing faculty to concentrate on their scientific endeavors, and managers to prioritize other initiatives while ensuring the seamless operations of The Hormel Institute. The Events & Facilities Administrator provides administrative support to the building facilities team, event planning and logistics, as well as financial management of events. This position reports directly to the Operations Manager. The Events & Facilities Administrator handles a varied portfolio of assignments and exercises independent judgment in prioritizing work, problem solving, and building constructive relationships with staff and others. This position will be responsible for event planning, execution, and tracking as well as departmental organization and ordering. Focus of Job Responsibilities Events Administration - 50% Serves as day-to-day communications liaison for the Events at The Hormel Institute working closely with HI Leadership, internal, and external stakeholders. Tracks, measures, and organizes event attendance. Active member of all major event planning committees. Create and maintain budgets for various recurring events including but not limited to: data club, seminar series, book cub, monthly recognition events. Creates, manages, maintains, and reports on all event budgets. Tracks and coordinates correspondence and deadlines. Assist in supporting HI monthly recognition events. Purchases, tracks, manages, and maintains events inventories including but not limited to food and beverage, event supplies, paper supplies, etc. Takes the logistical lead on internal HI Event Planning while working closely with the operations manager. Organizing and assigning inter-departmental event-based duties. Works closely with other events admins to ensure proper event coverage. Schedules and manages all internal data club. Direct Program Administrative Support to the Research Facilities Department - 25% Develop and oversee administrative and operational workflow for the research facilities programs and department manager. Assist with plans for future renovations including making recommendations, creating processes, communicating with vendors, etc. Recommends plans to adapt to changing program requirements and/or dynamics. Create and maintain preventative maintenance calendars, safety calendars. Take meeting minutes for the Space Committee. Quotes liaison for service work. Identify vendors and negotiate business/service contracts. Examine contract details to ensure they are fulfilled according to the terms. Resolve contract related issues. Acts as a representative of the research facilities department on specifically assigned matters. Represents functional areas to internal and external agencies and partners. Identifies program/project reporting needs and prepares internal and external reports. Arrange/schedule departmental travel, professional memberships. Chrome River delegate for program leaders. HI Vehicles management. Departmental purchasing. Administrative Department Support - 15% Reception desk rotation, including but not limited to answering phones, greeting guests, mail distribution. Receiving, delivering, and tracking of packages across The Hormel Institute, including but not limited to: packing slip trac ing, delivery sign offs, delivery communications, package returns. Internal Communications. - 5% Drafts emails, correspondence, and announcements regarding events. Drafts weekly internal communications email about events at HI. Creates TV screen graphics for upcoming events, tours, and special guests. Creates monthly employee recognition slide shows. Other related duties as assigned - 5% The Research and Innovation Office (RIO) and The Hormel Institute endorses a "work with flexibility" approach that offers a welcoming and flexible work environment where everyone is inspired to do their best. Work location options include working fully remote, partially remote, or entirely in the office and are based on the work of the position. Some on-site work may be necessary for certain positions, even those designated as fully remote. Because we are a land-grant institution that serves the state, the University will continue to- in most cases- expect employees to live in Minnesota. This position has been designated as eligible for Flexible Work Profile One. Flexible Work Profile One is expected to work primarily on-site. Your office will be located at The Hormel Institute in Austin, MN. The Hormel Institute management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time. Qualifications Required Qualifications BA/BS degree or a combination of related education and professional work experience to equal at least four years. Experience handling sensitive and/or confidential information with tact and diplomacy. Experience analyzing and solving complex situations and issues clearly, creatively, and critically. Demonstrated clear and excellent oral, written, and interpersonal communication skills. Demonstrated organizational skills, timeliness, accuracy, and attention to detail. Ability to anticipate the needs of others and take appropriate action as needed. Demonstrated proficiency in Microsoft Office Suite and Google Applications. Preferred Qualifications A highly effective team player, with the ability to also be independently effective. Experience successfully managing multiple projects simultaneously with attention to details. Commitment to building a culture that respects and embraces diversity, inclusion, and equity. Proven ability to handle matters expeditiously, proactively, and follow through on projects to successful completion. Experience drafting and preparing letters, memos, spreadsheets and other office documents. Experience and high level of skill managing schedules using electronic calendaring software. Experience in making travel arrangements for executives or faculty. Experience scheduling meetings and special events, often requiring sensitive, timely communications with faculty, coordination with University offices, and external stakeholders. Ability to prioritize and make daily decisions regarding the Leadership's calendar. Experience with financial processing including, but not limited to: purchasing card reconciliation, purchase orders and reimbursement. Experience using Chrome... For full info follow application link. 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.