Executive Ofc and Admin Spec

This position will support the School of Dentistry Development office and Alumni Relations office, which include the Director of Annual Giving & Stewardship, the Director of Alumni Relations, and UMF Development Officers. Responsible for confidential information regarding alumni and donors/contributors, events that engage and steward alumni and donors, travel arrangements, develop and manage communications with alumni and donors. This person interacts with leadership of the school as well as leadership in the University of Minnesota central offices and outside of the University. This person must have a high level of confidentiality and ability to resolve high level issues quickly and effectively.

Bargaining unit consideration begins on 6/9/26 and ends on 6/16/26.

Hybrid: 2 to 3 days onsite with flexibility; Standard business hours 8-4:30 with flexibility in start and end times.

Pay Rate: $23.51 - $35.27/hour

Visa Language: Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

Duties will include but are not limited:

Facilitate contact with benefactors, alumni, friends, and vendors (45%)

• Write correspondence and communications on behalf of the Development Office to be sent electronically, mailed to, and/or for media or marketing publications.
• Prepare and manage large mailings for internal and external constituents on behalf of the Development office.
• Coordinate communications using a mass email tool.
• Arrange events for the Director of Annual Giving & Stewardship and the Director of Alumni Relations (facility reservations, transportation needs of attendees, formal invitation preparation and distribution, arranging of catering including purchase orders and reimbursements, etc.)
• Coordinate in person, conference call and virtual meetings and events for small and large groups (and all logistics associated with these meetings), inside and outside the University of Minnesota.
• Create and design flyers, event calendars, invitations, announcements, newsletters, e-mails, and websites for the Development office and Alumni Relations.
• Design and manage special projects to obtain the desired results (initiatives, incentive programs and/or plans) and collect, analyze and manage the data that goes along with management and implementation of these projects.

Manage donations (15%)

• Receive, record, transmit, and acknowledge all charitable gifts to the School using the UMF Donor Management System (DMS).
• Prepare standard and ad hoc reports using gift and gift fund data recorded on DMS. Communicate and prepare this information for distribution to School of Dentistry Director of Annual Giving & Stewardship, Director of Alumni Relations, Development Officers, the Dean of the School of Dentistry along with Associate Dean, financial partners, marketing and Dentistry publications and to others as needed.

Manage alumni and donor events (25%)

• Scheduling, planning events, selecting locations, making all room set-up and decorating arrangements, selecting and ordering food and beverages, making special arrangements for speakers, displays, and presentations.
• Preparing and submitting reimbursements for speakers, attendees, participants, and others involved in special events.
• Set up and maintain purchase orders for all events and items associated with special events.

Provide general administrative and support functions to Development and Alumni Relations Offices (15%)

• Provide administrative and clerical support for meetings/appointments and events inside and outside the building.
• Serve as a point of contact for UMF Development Officers working on behalf of the School of Dentistry. This may include scheduling meetings, reserving rooms, making parking reservations, and other duties as requested.
• Prepare and process expense reports, travel reimbursements and financial documents.
• Prepare general administrative reports and documents.
• Maintain office supplies and inventory, including printed and electronic communications from internal and external sources.
• Maintain office reception area and bulletin board.
• Other duties as assigned.

Required Qualifications

• High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience
• Computer experience required, with demonstrated proficiency in Microsoft Office Suite and Google Applications
• Experience working with confidential data (student, health records or financial data) and demonstrated high level of confidentiality is required for this position
• Strong skills in oral and written communication, writing clear, concise letters or e-mail messages with accurate spelling, punctuation, and grammar
• Strong capability in using interpersonal, organizational and problem-solving skills, multitasking in a fast-paced environment, working independently, showing initiative, and meeting deadlines
• Demonstrated/documented exceptional customer service skills and professional demeanor are critical to success in this position
• Able to independently solve problems and answer questions from students, staff and faculty; refer to the Director of Annual Giving & Stewardship and other offices as needed
• Able to explain complex policies and procedures to a wide range of audiences
• Experience scheduling meetings and special events
• Experience with financial processing including, but not limited to: purchasing card reconciliation, purchase orders and reimbursement
• Willingness to try new things/new processes/open to change
• Demonstrated/proven reliability and dependability

Preferred Qualifications

• Experience working in an academic institution supporting students, faculty, and alumni
• Experience in a health sciences industry/field/institution
• Experience supporting more than one professional at a time and prioritizing work
• Ability to work with a diverse population
• Excellent organization, prioritization, multiple tasks, creativity and filing systems skills
• Skilled at multi-tasking and working with details, managing work flow while dealing with expected interruptions and meeting deadlines
• Excellent troubleshooting and problem-solving skills
• Ability to make decisions in a timely manner
• Knowledge and understanding of financial policies and procedures (PeopleSoft a plus)
• Experience solving and troubleshooting technical application problems with experience formatting, drafting or writing routine to complex correspondence and meeting materials
• Experience with the University of Minnesota Donor Management System
• Experience with Salesforce Marketing Cloud or similar mass email tool
• Experience with Canva

The University of Minnesota School of Dentistry is the state's only dental school and the only dental school in the northern tier of states between Wisconsin and the Pacific Northwest. The School of Dentistry advances health through scientific discovery, innovative education, and the highest quality care for all communities. Our impact extends beyond dental offices to classrooms and clinics throughout the region. We educate dentists, dental specialists, dental therapists, dental hygienists, dental educators, and research scientists.

Pay Range: $23.51 - $35.27; 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

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a 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.

Required: Resume and Cover Letter

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 Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.