University of Minnesota · 4 days ago
Extension Regional Office Administrative Assistant (Mankato or Rochester)
Minneapolis, MN
Full-time
Hybrid
Mid Level
$23.51/hr - $29.07/hr
4+ years expThe University of Minnesota is a major outreach arm of the University, dedicated to serving the public through applied research and education. The Extension Regional Office Administrative Assistant role provides vital administrative support to ensure the smooth operation of the Extension Regional Office, including volunteer management, digital learning support, and general office assistance.
EducationHigher EducationUniversities
Responsibilities
Manage the volunteer screening and rescreening processes, including tracking applications, background checks, orientation, Safety of Minors training, and re-enrollments
Communicate what screening materials are needed to applicants and staff
Assist the Extension educator (and county support staff when applicable) in screening volunteers
Train county program and support staff in volunteer screening management process and roles
Maintain volunteer database accurately and in a timely manner
Track completed volunteer training
Generate accurate and timely reports at the direction of the Extension educator
Assist the Volunteer Systems Extension educator with volunteer communication materials
Participate in work-related training and other business of the program
Provide general support for adding and formatting information and materials in various digital learning formats
Serve as webinar assistant for educational webinars as requested
Build participant surveys using provided questions and enter offline responses
Understand and apply accessibility guidelines regarding digital learning products. This could include editing captions, creating transcripts, checking for alt text on images, etc
Support educators with editing (revision, review) and sharing multimedia for learning objectives (video, podcast, screencasts, etc.), including applying appropriate digital accessibility practices (editing captions, transcripts, alt text, etc.)
Attend Extension Learning Technology meetings and ELT recommended training to build and strengthen job knowledge, training, and tool-related skills
Greet walk-in traffic, answer phone calls, and respond to inquiries and online communication
Maintain equipment, including loaner inventory, workroom, office supply inventory, and make necessary purchases. Handle the office mail system, including maintaining the postage meter. Work with vendors, including obtaining estimates for office supplies, equipment, and services
Schedule/maintain the schedule for office meeting rooms and public access to technology. Maintain and report problems with Regional Office conference room technologies
Maintain documents related to office operations and policies, including the staff directory, office space map, evacuation procedures, etc
Maintain the filing system for historical records and disposal, civil rights, etc
Orient new and existing employees on office hardware and practices (i.e., mail, keys)
Serve as the county connection to support phone book listings, signage, University branding, etc
As requested, assist with projects and events; this may include making copies, arranging for food, securing a venue, or other logistics tasks
Use a purchasing card to make purchases (e.g., conference registrations, supplies, meeting catering, and room reservations) and reconcile the P-card
Prepare deposits for Extension programming, refunds, and other income received
Check out the credit card machine and compile the related paperwork to forward to the regional merchant manager
Collect employment paperwork for local and regional employees
Qualification
Required
Four years of experience in an office setting and/or a combination of relevant experience and post-high school education, and/or training to include: Advanced experience with Microsoft (Word, Excel, etc.) and Google Suite applications (Google Docs and Sheets, Google Drive, etc.) and internet browsers and searches
Experience formatting, drafting, or writing routine to complex correspondence, reports, and meeting materials
Ability to work in and with diverse groups and underrepresented populations and communities
Excellent written and oral communication skills
Skilled at working with details, managing workflow, and meeting deadlines
Customer service experience
Working ability to perform tasks involving prolonged work on a computer, and lifting, carrying, bending or twisting with occasional exertion of up to thirty pounds of force
Must have reliable internet if/when working outside of assigned office location
Must be able to work regularly at a dedicated/assigned Extension Office
Must be able to drive, with applicable insurance, to conduct day-to-day business, including bank deposits, the post office, picking up food for meetings, etc.; may also travel to provide on-site support for events
Typical work hours will fall between 7:30 am and 5 pm, with occasional requirements for evenings, weekends, and overtime
Preferred
Experience setting up in-person and virtual meetings and coordinating small events
Expert-level customer service skills, including both in person, on the phone, electronically, and virtual
Excellent organization and filing system skills
Experience supporting more than one professional at a time and prioritizing work
Excellent interpersonal skills; willing to work as a team to complete projects
Experience handling sensitive and confidential information
Knowledge and understanding of financial policies and procedures
Experience troubleshooting and solving technical software/online system problems
Experience with datasets, managing contact information and mail merges
Knowledge of digital accessibility best practices (completion of digital accessibility badging program a plus)
Experience working in a Learning Management System
Experience with hosting or co-hosting online meetings
Experience putting together multimedia content (video, audio, etc.)
Company
University of Minnesota
University of Minnesota is an educational institution that offers master's and doctoral degrees in medicine, law, and engineering fields.
10001+ employees
H1B Sponsorship
University of Minnesota has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (298)
2024 (240)
2023 (289)
2022 (215)
2021 (201)
2020 (185)
Funding
Current Stage
Late StageTotal Funding
$97.08MKey Investors
American Academy of Orthopaedic SurgeonsNational Science FoundationU.S. Environmental Protection Agency
2023-12-01Grant· $0.03M
2023-05-04Grant· $20M
2023-04-13Grant· $10M
Leadership Team
Shane Stennes
Chief Sustainability Officer
Recent News
2025-12-17
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