This position provides general administrative and event coordination support to the Public and Nonprofit Leadership Center (PNLC), including the MPA and Public Affairs Leadership Cohort, Senior Leadership Institute, Local and State Government Innovation Awards, the Minnesota Change Network and other faculty projects and convening activities related to public services redesign. Duties can include preparing training and course materials (copying, scanning, locating readings, organizing supplies, gathering bios on guest speakers); data entry of post-session evaluations; event coordination assistance (making sure facility and catering are set up correctly, assisting with set up of morning and afternoon breaks, set up of AV equipment, etc.); communicating with program participants; and other administrative support as needed.
The position requires great attention to detail. The person filling the position will need to make many decisions on the spot after reviewing the information provided by a project lead. Decisions about catering needs, tech needs and problems that may arise with technology during an event. You will need to become independent very quickly an learn to problem solve when issues arise, as in some cases you are the best person to figure out the solution and trust your knowledge of the work.
Provide general office support for PNLC activities: 1. Prepare materials for PNLC programs including copies of curriculum, folders and online materials. 2. Purchase office supplies and maintain a supply inventory for PNLC and professional development programs. 3. Develop and manage the PNLC monthly newsletter, PNLC flyer, and various event-marketing materials. 4. Create and maintain office and event management procedures and check-lists. 5. Work on harvesting meeting notes and preparing them as a meeting artifact. 6. Assist PNLC Faculty in filling out and submitting financial forms for pcard and personal reimbursements
Provide support for PNLC events, and scheduling and coordination of PNLC meetings: 1. Schedule and reserve space for events. 2. Arrange catering and reserve A-V equipment as requested. 3. Assist with event communications, including creating invitations, responding to attendee requests, etc. 4. Maintain rosters and registration lists, and creating materials for events. 5. Set up planning and debriefing meetings and phone calls with facilitators, speakers, and program partners. 6. Provide on-site support during event and training sessions such as taking registrations, making copies, receiving caterers, etc. 7. Prepare and compile evaluation results after events and trainings.
40 % Meeting with the project leads and determining what supplies and assistance will be needed for the upcoming programs. Additionally, preparing materials for PNLC programs including copies of curriculum, folders and online materials. Afterwards, work on harvesting meeting notes and preparing them as a meeting artifact.
30% Day of logistical event support such as AV needs, catering set up, event space set up and being on hand for any last minute support details. This support will also include being on site to take registration, set up nametags, and other materials.
20% Develop and manage the PNLC monthly newsletter, PNLC flyer, and various event-marketing materials. Create and maintain office and event management procedures and check-lists.
10% Assist PNLC Faculty in filling out and submitting financial forms for pcard and personal reimbursements. This may include setting up a meeting with them to explain the process and figure out how to best take care of the finances.
Required Qualifications: -High School Diploma/GED and two years of related office and administrative experience or event coordination. Training/education may be substituted for some of the years of experience. -Computer proficiency required, including: MS Office.
Preferred Qualifications: -Interest in public or non-profit sector, social policy or public safety work. -Demonstrated familiarity with University of Minnesota systems and procedures. -Demonstrated attention to accuracy and ability to problem solve. -Proven accountable, dependable, and reliable. -Demonstrated strong oral and written communication skills. -Demonstrated ability to work effectively in informal and formal teaming arrangements with individuals from diverse communities and cultures. -Demonstrated ability to work with a team of colleagues who represent a diversity of work and conflict resolution styles -Demonstrated ability to work with faculty on implementing projects and programs for external audiences. -Demonstrated interest in management and leadership in the public and nonprofit sectors. -Demonstrated effective interpersonal communication skills; excellent problem solving skills; the ability to identify priorities and balance multiple tasks; and a strong work ethic. -Experience with Google Calendar, and other University of Minnesota software programs.
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.