Administrator - MN Center for Philosophy of Science

$24 - $28/Yr

University of Minnesota - Minneapolis, MN

Part-time

Hybrid - Minneapolis, MN

Educational Services

About the position

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.

Responsibilities

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

Requirements

• 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.

Nice-to-haves

• 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

Benefits

• 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