Job Description

The Administrative Assistant will work closely with the Director of Operations and Finance to support the management of three key client assistance funds: Technology Assistance, Transportation Assistance, and Rental Assistance. This role involves processing payment requests, reconciling expenses, and assisting in the creation of policies and procedures to ensure smooth fund operations. This role will also help maintain accurate records and contribute to the overall efficiency of the funds.

This position is ideal for someone who enjoys working behind the scenes to support critical functions of the agency.

Fund Management (60%)

Assist with managing and tracking the Technology, Transportation, and Rental Assistance Funds
Process payment requests, ensuring all necessary documentation is accurate and complete
Maintain detailed records of fund transactions to ensure compliance with internal policies and external requirements
Handle purchasing activities related to the funds by placing orders, tracking deliveries, creating vendors in EFS, and completing check request forms
Reconcile expenses in EFS, ensuring all expenditures are properly documented and reported
Collaborate with the finance team to process invoices, expense reports, and reimbursements promptly
Policy and procedure implementation (20%)

Work with the Director of Operations and Finance to develop and refine policies and procedures for managing and disbursing funds
Ensure that all fund management activities align with best practices and organizational goals
Administrative support (20%)

Provide general administrative support, including scheduling meetings, managing calendars, and organizing documents
Prepare reports, presentations, and other documentation to support fund management and organizational operations
Assist in the preparation and submission of financial reports related to the funds
Keep databases related to the funds up to date, ensuring accuracy and completeness.
Generate regular reports on fund usage, payment status, and other relevant metrics for review.
Staff YAP’s front desk during key business hours, as needed
Proposed salary: $57,000

Qualifications
All required qualifications must be documented on application materials

Required Qualifications:

BA/BS degree in communication, public health, finance, or related field or a combination of related education and work experience to equal four years
Ability to execute recurring tasks with an emphasis on precision and timeliness
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
Ability to work collaboratively with diverse groups and individuals
Preferred Qualifications:

Knowledge of University financial systems and grant funding
Benefits
Working at the University

At the University of Minnesota, you’ll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also 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
Please visit the Office of Human Resources website for more information regarding benefits.