University of Minnesota
Executive Office & Administrative Specialist, St. Paul Campus
University of Minnesota, Saint Paul, Minnesota, United States, 55199
About the Job
Working Title:
Executive Office & Administrative Specialist
Appointment:
Executive Ofc and Admin Spec (1885), Full-time, AFSCME represented
Office Location:
St Paul campus, Learning and Environmental Sciences Building along with some hybrid work options. This position may be up to 40% remote following an onboarding period which will be fully on campus
Office Hours:
8:00am to 4:30pm, Mon-Fri (may be subject to change)
Pay Range:
$23-$26 per hour; depending on education, qualifications, and experience
Reports To:
Associate Administrator & Office Manager
Apply By:
January 11, 2026
About the Position The University of Minnesota Extension Department of Youth Development works in partnership with communities to build engaged young people who are ready to learn and lead in a global society. We are looking for an outstanding team member to help support our exceptional county & state fair, animal science, and STEM programs. This person will be essential to the quality and success of these programs at a state level.
The Executive Office and Administrative Specialist provides administrative support for county & state fair programs, animal science, and STEM programs, including document, correspondence and presentation preparation, financial tracking, state program registration and logistical support.
Essential Functions:
State and County Fairs Program Support (35%)
Provide administrative support for the Director of State and County Fairs Programs
Coordinate document formatting and review process with attention to copy editing, branding, and accessibility
Maintain and update digital databases, electronic files, and inventory spreadsheets
Support State Fair operations including livestock office support and awards process management
Animal Science Support (30%)
Provide administrative assistance to the Animal Science Director, including document preparation, presentations, and electronic file management
Organize and track ear tag inventory, follow up with counties, and prepare Board of Animal Health documentation
Track program committee membership and manage committee meeting invitations, updates, and resource preparation
Assist with Animal Science events and meetings, including setup, material preparation, communication facilitation, and on-site support as needed
STEM & Agri-Science Support (25%)
Provide administrative support to the STEM Director, including scheduling, travel arrangements, and document management
Plan and coordinate events and meetings, handling logistics such as vendor selection, lodging, transportation, meal planning, and on-site or virtual setup
Manage data and reporting, including collection, analysis, and creation of templates for program evaluation and presentation
Other (10%)
Provide general office support to areas as needed
Create, organize, edit, file documents and reports
Qualifications Required Qualifications
High School Diploma/GED and four (4) years of related office experience. Training/Education may be substituted for some of the years of experience
Successful experience providing exceptional customer service in-person, on the phone, via email, etc.
Knowledge of Microsoft (Word, Excel, Power Point) and Google Office (Docs, Sheets, Share Drives/Folders) suites
Experience successfully organizing documents (both paper and digital) and inventory
Demonstrated experience writing and copy editing
Detail oriented, takes initiative and ownership of projects
Familiarity with virtual conference software (Zoom set-up, hosting, recording)
Experience organizing complex information for a general audience
Experience working under deadline pressure and adapting to quickly changing situations; includes real time and live document and system communications and updates
Strong collaborator with multiple groups including educators, administrators, volunteers, and participants
Successful experience working with and communicating with people from various cultural backgrounds, including race, ethnicity, national origin, religion, socioeconomic status, age, gender, disability, sexual orientation, and other aspects of human diversity
Additional Requirements
Reliable internet and focused/dedicated work environment if/when working outside of assigned office location
Must be able to work regularly at a dedicated/assigned Extension office in the Learning and Environmental Sciences Building on the St. Paul campus; work location will change to the Minnesota State Fairgrounds before, during and after the MN State Fair as determined by the supervisor
Valid driver's license and reliable vehicle with required liability insurance, to be utilized for travel to workshops and transporting materials and supplies to events including the Minnesota State Fairgrounds
Alternate phone number that can be used, as needed, for work purposes
Ability to maintain a flexible work schedule, including occasional evening or weekend work with advance notice
Working ability to perform tasks involving prolonged sitting, standing, bending, or twisting, with occasional exertion (lift, push, pull, carry) of up to thirty (30) pounds of force, and frequent repetitive motions
Preferred Qualifications
Animal science experience
Project management experience
Demonstrated experience providing support to more than one person
About Extension University of Minnesota Extension is a major outreach arm of the University of Minnesota with a mission to serve the public through applied research and education. Our mission is to make a difference by connecting community needs and University resources to address critical issues in Minnesota. Extension strives to attract and retain high- quality, passionate employees, and weave diversity, equity and inclusion into all aspects of Extension's programming and employee engagement. Find further information on the Extension website.
Pay and Benefits Pay Range:
$23-$26 an hour; depending on education/qualifications/experience
Time Appointment:
100% Appointment
Position Type:
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 on the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position. Please attach the following required application materials:
Cover letter
Resume — Your resume must include all your education and experience as it relates to the required qualifications. The initial HR screening process focuses primarily on the resume
Names and contact information for three professional references will be required during the interview process
Additional documents may be attached after the application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. See full application instructions
To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647)
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: http://diversity.umn.edu
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.
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Executive Office & Administrative Specialist
Appointment:
Executive Ofc and Admin Spec (1885), Full-time, AFSCME represented
Office Location:
St Paul campus, Learning and Environmental Sciences Building along with some hybrid work options. This position may be up to 40% remote following an onboarding period which will be fully on campus
Office Hours:
8:00am to 4:30pm, Mon-Fri (may be subject to change)
Pay Range:
$23-$26 per hour; depending on education, qualifications, and experience
Reports To:
Associate Administrator & Office Manager
Apply By:
January 11, 2026
About the Position The University of Minnesota Extension Department of Youth Development works in partnership with communities to build engaged young people who are ready to learn and lead in a global society. We are looking for an outstanding team member to help support our exceptional county & state fair, animal science, and STEM programs. This person will be essential to the quality and success of these programs at a state level.
The Executive Office and Administrative Specialist provides administrative support for county & state fair programs, animal science, and STEM programs, including document, correspondence and presentation preparation, financial tracking, state program registration and logistical support.
Essential Functions:
State and County Fairs Program Support (35%)
Provide administrative support for the Director of State and County Fairs Programs
Coordinate document formatting and review process with attention to copy editing, branding, and accessibility
Maintain and update digital databases, electronic files, and inventory spreadsheets
Support State Fair operations including livestock office support and awards process management
Animal Science Support (30%)
Provide administrative assistance to the Animal Science Director, including document preparation, presentations, and electronic file management
Organize and track ear tag inventory, follow up with counties, and prepare Board of Animal Health documentation
Track program committee membership and manage committee meeting invitations, updates, and resource preparation
Assist with Animal Science events and meetings, including setup, material preparation, communication facilitation, and on-site support as needed
STEM & Agri-Science Support (25%)
Provide administrative support to the STEM Director, including scheduling, travel arrangements, and document management
Plan and coordinate events and meetings, handling logistics such as vendor selection, lodging, transportation, meal planning, and on-site or virtual setup
Manage data and reporting, including collection, analysis, and creation of templates for program evaluation and presentation
Other (10%)
Provide general office support to areas as needed
Create, organize, edit, file documents and reports
Qualifications Required Qualifications
High School Diploma/GED and four (4) years of related office experience. Training/Education may be substituted for some of the years of experience
Successful experience providing exceptional customer service in-person, on the phone, via email, etc.
Knowledge of Microsoft (Word, Excel, Power Point) and Google Office (Docs, Sheets, Share Drives/Folders) suites
Experience successfully organizing documents (both paper and digital) and inventory
Demonstrated experience writing and copy editing
Detail oriented, takes initiative and ownership of projects
Familiarity with virtual conference software (Zoom set-up, hosting, recording)
Experience organizing complex information for a general audience
Experience working under deadline pressure and adapting to quickly changing situations; includes real time and live document and system communications and updates
Strong collaborator with multiple groups including educators, administrators, volunteers, and participants
Successful experience working with and communicating with people from various cultural backgrounds, including race, ethnicity, national origin, religion, socioeconomic status, age, gender, disability, sexual orientation, and other aspects of human diversity
Additional Requirements
Reliable internet and focused/dedicated work environment if/when working outside of assigned office location
Must be able to work regularly at a dedicated/assigned Extension office in the Learning and Environmental Sciences Building on the St. Paul campus; work location will change to the Minnesota State Fairgrounds before, during and after the MN State Fair as determined by the supervisor
Valid driver's license and reliable vehicle with required liability insurance, to be utilized for travel to workshops and transporting materials and supplies to events including the Minnesota State Fairgrounds
Alternate phone number that can be used, as needed, for work purposes
Ability to maintain a flexible work schedule, including occasional evening or weekend work with advance notice
Working ability to perform tasks involving prolonged sitting, standing, bending, or twisting, with occasional exertion (lift, push, pull, carry) of up to thirty (30) pounds of force, and frequent repetitive motions
Preferred Qualifications
Animal science experience
Project management experience
Demonstrated experience providing support to more than one person
About Extension University of Minnesota Extension is a major outreach arm of the University of Minnesota with a mission to serve the public through applied research and education. Our mission is to make a difference by connecting community needs and University resources to address critical issues in Minnesota. Extension strives to attract and retain high- quality, passionate employees, and weave diversity, equity and inclusion into all aspects of Extension's programming and employee engagement. Find further information on the Extension website.
Pay and Benefits Pay Range:
$23-$26 an hour; depending on education/qualifications/experience
Time Appointment:
100% Appointment
Position Type:
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 on the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position. Please attach the following required application materials:
Cover letter
Resume — Your resume must include all your education and experience as it relates to the required qualifications. The initial HR screening process focuses primarily on the resume
Names and contact information for three professional references will be required during the interview process
Additional documents may be attached after the application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. See full application instructions
To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647)
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: http://diversity.umn.edu
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.
#J-18808-Ljbffr