Administrative Associate 2

Background

Parking and Transportation Services is a self-supporting unit of the University of Minnesota within Auxiliary Services. The department is responsible for the administration, operation and maintenance of reliable and efficient transportation services on the Twin Cities campus including transit, parking, fleet, streets, walkways and way-finding. PTS supports alternatives to the single-occupant vehicle and promotes programs to encourage the University community to walk, bike, carpool, or take the bus. The department handles compliance documentation for all University vehicles or licensed equipment and administers the fuel credit card, vehicle insurance and safety, and employee driver training programs.

PTS Mission
Facilitating safe and effective integrated transportation systems that provide services for pedestrians, bicycles, transit and vehicles.

Responsibilities

75% Oversee and coordinate the daily operations for PTS
* Leadership support
o Support PTS leadership, including those representing shared service areas like University Finance and Information Systems, by providing excellent administrative support/office management.
o Delegate, direct, and monitor the work of PTS staff on behalf of the PTS Senior Leadership Team. Provides feedback to respective supervisors.
o Schedule meetings and events for PTS, and as directed with U-wide senior administrators, departmental contacts and external constituents. Coordinate and manage multiple calendars, including the Director's calendar.
o Act as coordination point between departmental contacts and senior leadership team.
o Identify, monitor and track issues and concerns; efficiently solve operational problems; initiate appropriate actions as required.
o Support efforts to ensure a culture of respectful workplace interactions.
o Conduct research for reports, documents, publications and/or special projects, including items for PTS, University governance, University senior executives and Board of Regents meetings.
o Participate in program planning and development and provides recommendations based on significant knowledge of the unit's objectives and activities.
o Maintain discretion and confidentiality.
* Office and Project support
o Coordinate office repair, maintenance calls, including communication to staff.
o Administer office supply ordering.
o Supervise administrative interns.
o Assist with effective planning, development, implementation, communication and coordination, evaluation of, and reporting on PTS-wide programs, initiatives and projects including departmental wellbeing efforts, employee engagement, Community Fund Drive, training/staff development.
o Assist with effective planning, development, implementation, communication and coordination, evaluation of, and reporting on one-time special projects, as requested.
o Identifies opportunities and implements initiatives to improve efficiency and service levels.
* Policy, procedures, and compliance
o Interprets and adapts policies and procedures. Responsible for ensuring compliance with established standards.
o Answer questions related to PTS administrative policy, respond to or initiate inquiries, and explain policies and procedures.
o Develop and maintain administrative processes, procedures and systems including electronic and manual tracking and filing systems for PTS. Some key projects include:
* Departmental contracts/certifications of liability
* Continuity of Operations Planning (COOP)
* Emergency response plans
* Climate Action Plan
o Develop and establish work procedures and standards to improve efficiency and effectiveness of PTS administration and operation.
o Create training and documentation materials.
o Staff departmental and U-wide committees and work groups as requested.
* Communications and customer service
o Assist with departmental/project communications
o Handle complex communications on behalf of PTS leadership, as requested.
o Represent PTS at student job fairs and other events
o Provide exceptional customer service to internal and external customers
o Actively promotes and ensures a culture of quality customer service. Ensure complaints are resolved in a timely manner and individualized service is provided within current department and University policies.
o Resolve issues and problems independently, as appropriate. Identify areas of improvement and make recommendations. Investigate and develop responses to complicated, complex and/or sensitive inquiries, requests and issues.
* Complete other duties and tasks as assigned.

25% Fiscal Oversight/Stewardship
* Comply with all University and departmental financial and operational conduct policies and enforce proper financial procedures.
* Maintain fiscal integrity by monitoring predetermined margins.
* Contribute to the development and administration of the annual budget, work plan, business plans, and quarterly updates.
* Support PTS compliance efforts
* Assist with the annual staff compliance processes.
* Support PTS payroll/personnel management efforts.

* Act as point-of-contact for the student hiring process, including compliance with I-9s and ensuring that appropriate PCIDSS training is completed.
* Act as departmental facility representative and space management point of contact

Qualifications

Minimum Qualifications
* BA/BS with at least 2 years of experience or a combination of related education and work experience to equal 6 years; position involves comparing, verifying and reconciling data to help department achieve overall objectives

Preferred Qualifications
* Supervisory experience
* Demonstrated excellent written and verbal skills.
* Ability to work independently and in consultation with multiple stakeholders.
* Ability to balance multiple work demands and to thrive in a changing environment.
* Ability to manage multiple projects
* Ability to work independently and in consultation with multiple stakeholders
* Ability to resolve work-related problems in a respectful and timely manner
* Ability to prioritize workload demands to reflect deadlines and priorities
* Ability to gather, analyze, and report information
* Ability to establish effective working relationships with diverse, multiple customer base
* Ability to anticipate problems and seek timely and appropriate solutions
* Knowledge of and experience with University policies, systems and procedures.
* Ability to function in a collaborative and collegial environment.
* Demonstrated commitment to customer service.

Work Environment

Work is performed primarily in an office setting. Occasionally work will be performed in an outdoor setting.

Pay Range: $26.44-$31.25/hr depending on education/qualifications/experience

Time Appointment:100% Appointment

Position Type: Civil-Service & 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

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 employ@umn.edu or call (612) 624-8647.

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: http://diversity.umn.edu

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.

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.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).