Administrative Specialist PPPS, College of Pharmacy, Duluth

Administrative Specialist PPPS, College of Pharmacy, Duluth

Summary of Position:
This is a 12-month, 75% AFSCME Clerical position assigned to Duluth Campus - College of Pharmacy.

This position is represented by the AFSCME Locals 3800 & 3801 Council 5, AFL-CIO Clerical & Office Unit.
Located on the Duluth campus of the University of Minnesota, the individual serves as an Administrative Specialist for the Department of Pharmacy Practice and Pharmaceutical Sciences (PPPS) and the Duluth Campus of the College of Pharmacy.

The Administrative Specialist provides comprehensive administrative support to the Department of Pharmacy Practice and Pharmaceutical Sciences (PPPS) on the Duluth campus. This position requires exceptional interpersonal, communication, and customer service skills, with the ability to foster positive relationships with faculty, staff, students, visitors, and external partners.
The successful candidate will thrive in a fast-paced, frequently interrupted environment, balancing multiple priorities while delivering outstanding service with professionalism, initiative, and attention to detail. Working both collaboratively and independently, the incumbent exercises sound judgment, discretion, and independent decision-making in support of departmental operations, executive leadership, and the College's mission. Strong organizational, problem-solving, and project coordination skills are essential, as the work performed directly contributes to the effectiveness and overall business operations of the College and the experience of its constituents.

Work arrangements: This is an in-person, on-campus position. Work schedules are assigned Monday through Friday. Hours of work (work week or period, shift, and day) are established by the Department. Overall schedule logistics will be discussed with the supervisor and set in accordance with the needs of the College and Department. Opportunities for flexibility may be available.

Working Conditions: Office environment/no specific or unusual physical or environmental demands.

Pay Range: $30.59-$34.29/hour, depending on education/qualifications/experience.

Bargaining unit consideration begins on August 7, 2026 and ends on August 13, 2026.

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

Principal Duties and Responsibilities: 100% Administrative Support:

• Serve as the first point of contact for faculty, staff, students, visitors, vendors, and external partners by providing exceptional customer service in person, by phone, and through email.
• Perform a wide range of front office and administrative support functions, including mail distribution, room scheduling, key management, fleet vehicle reservations, office supply coordination, and departmental announcements.
• Provide administrative support to departmental leadership, faculty, and staff by preparing correspondence, reports, presentations, meeting materials, agendas, minutes, newsletters, and other communications.
• Maintain departmental records, forms, templates, filing systems, and confidential electronic and paper documents to ensure accurate recordkeeping and efficient information management.
• Support departmental operations through data entry, document preparation, copying, scanning, filing, and other administrative services.
• Coordinate meetings, events, personnel searches, and special projects by managing logistics, communications, registrations, vendors, materials, and on-site support.
• Coordinate multiple assignments simultaneously by tracking priorities, monitoring deadlines, and ensuring timely completion of projects.
• Support Alumni Affairs outreach and other departmental initiatives as assigned.
• Coordinate purchasing activities, including laboratory equipment and supply orders, office supplies, service contract renewals, and Purchasing Card (PCard) reconciliation in accordance with university policies and PEAK procedures.
• Research, troubleshoot, and resolve administrative and operational issues while exercising sound judgment, discretion, and maintaining confidentiality.
• Train and provide guidance to student employees and new staff on office procedures, technology, and customer service standards.

Perform other duties and special projects as assigned.

* The Employer retains the right to change or assign other duties to this position.
Supervision: Incumbents may supervise student employees.

Required Qualifications:

• High school diploma/GED and four (4) years of related administrative or office experience; relevant training or postsecondary education may substitute for a portion of the required experience.
• Demonstrated ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Excellent interpersonal and communication skills (written & verbal), with a strong ability to synthesize complex details clearly, adapt tone appropriately, and maintain high standards of professionalism across all…