Job Type






Administrative Associate 1 - School of Physics and Astronomy Minneapolis

University of Minnesota

University of Minnesota Minneapolis MN United States

1 week ago

Required Qualifications:
• BA/BS or a combination of related education and work experience to equal four years
• Proficiency in Microsoft Office Suite, specifically Word and Excel, as well as Google applications (calendar, email, drive...
• Demonstrated event planning experience
• Experience independently managing administrative projects, performing detail oriented tasks, and setting priorities.
• Experience working with one or more professionals who are in a leadership position (e.g., department head, division director, or grant principal investigator).

Preferred Qualifications:
• Experience in higher education and working with research grants.
• Experience using University online financial system (EFS).
• Demonstrated ability to work with and adapt to new technologies and processes without significant direction.
• Experience working independently in a fast-paced environment.
• Experience with DORs (UM conference registration).
• Experience with PeopleSoft (Enterprise Financial System), EFS Queries, Preparing

Reports to Ginny Olson

(Receives direction from the Head of the School and Director MIFA).

Job overview

Develops and oversees administrative and operational workflow for the School of Physics and Astronomy and the Minnesota Institute for Astrophysics programs and/or projects, including events and outreach.

Participates in program and administrative planning. Oversees School and MIfA events and outreach events. Develops communication and marketing plans to engage internal and/or external participants for the events.

Develops and prepares and financial reports for approval. Assists with proposal and internal and external report preparation.

20% Coordinate weekly seminars and colloquium, including travel arrangements for speakers, updating the School calendar, and handling reimbursements. Ensure that these activities are being covered for all seminars, colloquia, interviews, etc. in the School, working with other staff as necessary.

20% Support the organization of workshops, public lectures, and other School events. This may include budgeting, communication with vendors, handling communications with guests, managing registrations, and on-site activities

20% Support the School’s outreach activities by working with faculty and staff on venues, travel arrangements, communication with school groups, etc.

20% Support the School’s financial staff by preparing documents for approval.

20% Assist pre-award staff with the preparation of proposals and reports.

Other duties of a similar scope as assigned.

See more about the School of Physics and Astronomy

Provide as a single PDF: a cover letter, C.V. and a list of references with contact information.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and 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 [email protected] or call (612) 624-UOHR (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:

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.

Please note: All employees at the University of Minnesota are required to comply with the University’s Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit:

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
Minneapolis MN USA

Salary Criteria












Copyright © 2023 Fonolive. All rights reserved.