MIE Executive Office and Admin Specialist

Job Duties

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Job ID376677

LocationDuluth

Job FamilyLR-Clerical

Full/Part TimeFull-Time

Regular/TemporaryRegular

Job Code1885

Employee ClassAFSCME Unit 6 - Clerical

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About the Job

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

Bargaining unit consideration begins on 10/21/2026 and ends on 10/28/2026.

Position Overview:

The Mechanical and Industrial Engineering Department is housed in Voss-Kovach Hall and operates several teaching and research laboratories. UMD is a mid-sized regional comprehensive public University of about 8,700 total students located along the shores of Lake Superior. The Industrial Engineering program was established in 1985, while the Mechanical Engineering program was added in 2004 and is a part of the third largest college (the Swenson College of Science and Engineering) in the U of M system. The department has close connections with local industries and government agencies, and its applied curricula have attracted a growing number of undergraduate and graduate students since its inception. More information can be found at: http://www.d.umn.edu/mie

This position will oversee the daily activities in the Mechanical and Industrial Engineering Department. The position includes oversight of daily operations as directed by the department head and being the lead for customer service, policies and procedures, schedules, data collection, and undergraduate/graduate student as well as term faculty personnel hiring. This position has extensive responsibilities that directly impact the core academic mission regarding student support, including curricula, course scheduling, registration and record keeping.

Duties/Responsibilities include:

Administrative Support (50%)

Oversee daily operations of the department as directed by the Department Head

Maintain department electronic filing system

Maintain and purchase office equipment and supplies

Order and distribute keys and access cards to students, staff, and faculty in coordination with Lab Manager

Manage logistics for department visitors

Serve on departmental committees

Provide customer service for students, faculty, and staff

Respond to and initiate inquiries regarding departmental purchasing, personnel, facilities, and operations

Respond to and initiate internal and external inquiries as needed

Be familiar with University, College, and Department policies and procedures

Be able to understand and explain complex policies and procedures and independently resolve problems/questions from both students and faculty

Maintain and evaluate processes for department efficiencies

Plan and prioritize departmental logistics in collaboration with Department Head and faculty, including

Departmental events

Departmental meetings and minutes

Room scheduling

Maintain complex schedules and calendars for the department

Communications

Primary email and face-to-face communication point for the department

Basic ad creation of flyers and announcements, email invitations, etc. as needed

Assist with annual newsletter creation for alumni and donors and annual recruiting flyers for prospective students as needed

Complete department website updates as needed, including updating department News and Events site regularly

Human Resources

Ensure requests for staff and student (undergraduate and graduate) hiring follows University and department processes

Assist with staff, faculty, and student worker searches and recruitment

Compose offer letters and complete other personnel paperwork

Approve timesheets for student workers and complete biweekly payroll verification

Complete other personnel record updates as needed and maintain personnel files

Coordinate international employee hires alongside ISSS, reviewing onboarding records, monitoring visa schedules, and maintaining compliance with federal regulations

Academic Support (45%)

Undergraduate program responsibilities

Provide undergraduate student and program support

Provide support for Departmental external reviews

Complete course entry via CCS; enter and track requests for course changes

Work closely with faculty to issue student permission numbers

Work with department head to accurately record contact hours/minutes in annual accounting spreadsheets for the University

Collect senior exit interview data

Organize and collect assessment data in collaboration with the ABET assessment faculty leads

Coordinate with Career Services on hosting career events

Work with SCSE Academic and Advising Services on student records as needed

Miscellaneous (5%)

Additional duties as assigned by the department head

The Employer retains the right to change or assign other duties to this position, with or without notice.

Location: On-site; Duluth

Work Schedule/Hours: Monday - Friday 8:00am to 4:30pm, 40 hours per week

Position Duration: 10-month appointment, Full Time 100%

Qualifications

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. Specific knowledge/skills may be required.

Preferred Qualifications:

Experience with Google suite (docs, slides, sheets) and Microsoft Office apps (word, excel, powerpoint)

Experience with basic design software such as Canva

Website maintenance and social media experience

Detail-oriented

Multi-tasker with the ability to move quickly between different tasks and the ability to juggle requests from multiple stakeholders at once

Experience managing larger projects and meeting deadlines

Experience providing customer service to students, faculty, and staff in a higher education setting

Experience working with diverse groups

Demonstrated ability to work independently and as part of a team

Experience with University of Minnesota enterprise systems

Familiarity with University of Minnesota policies and procedures

Pay and Benefits

Pay Range: $24.33 - $30.09 per hour; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Non-Faculty Labor Represented Staff (AFSCME Unit 6 - Clerical)

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

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.

How To Apply

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 [email protected].

Diversity

Employment Requirements

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.

About University of Minnesota

University of Minnesota, Duluth (UMD)

The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report's "America's Best Colleges" issue.

Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs.

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, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.

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.

Minimum Education Required

High School Diploma or Equivalent

Minimum Experience Required

4 - 20 years

Shift

First (Day)

Number of Openings

1

Public Transportation Accessible

Yes

Veterans Encouraged to Apply

No

Physical Required

Yes

Drug Test Required

Yes

Compensation

$11.41 / Hourly

Postal Code

55811

Job Type

Full Time

Place of Work

On-site

Requisition ID

376677

Job Benefits

Not specified