Executive Office & Administrative Specialist, St. Paul Campus

About the Job

Working Title: Executive Office & Administrative Specialist

Appointment: Executive Ofc and Admin Spec (1885), Full-time, AFSCME represented

Office

Location:

St Paul campus, Learning and Environmental Sciences Building along with some hybrid work options. This position may be up to 40% remote following an onboarding period which will be fully on campus

Office

Hours:

8:00am to 4:30pm, Mon-Fri (may be subject to change)

Pay Range: $23-$26 per hour; depending on education, qualifications, and experience

Reports To: Associate Administrator & Office Manager

Apply By: January 11, 2026

About the Position
The University of Minnesota Extension Department of Youth Development works in partnership with communities to build engaged young people who are ready to learn and lead in a global society. We are looking for an outstanding team member to help support our exceptional county & state fair, animal science, and STEM programs. This person will be essential to the quality and success of these programs at a state level.

The Executive Office and Administrative Specialist provides administrative support for county & state fair programs, animal science, and STEM programs, including document, correspondence and presentation preparation, financial tracking, state program registration and logistical support.

Essential Functions:

• Provide administrative support for the Director of State and County Fairs Programs
• Coordinate document formatting and review process with attention to copy editing, branding, and accessibility
• Maintain and update digital databases, electronic files, and inventory spreadsheets
• Support State Fair operations including livestock office support and awards process management

• Provide administrative assistance to the Animal Science Director, including document preparation, presentations, and electronic file management
• Organize and track ear tag inventory, follow up with counties, and prepare Board of Animal Health documentation
• Track program committee membership and manage committee meeting invitations, updates, and resource preparation
• Assist with Animal Science events and meetings, including setup, material preparation, communication facilitation, and on-site support as needed

• Provide administrative support to the STEM Director, including scheduling, travel arrangements, and document management
• Plan and coordinate events and meetings, handling logistics such as vendor selection, lodging, transportation, meal planning, and on-site or virtual setup
• Manage data and reporting, including collection, analysis, and creation of templates for program evaluation and presentation

• Provide general office support to areas as needed
• Create, organize, edit, file documents and reports

• High School Diploma/GED and four (4) years of related office experience. Training/Education may be substituted for some of the years of experience
• Successful experience providing exceptional customer service in-person, on the phone, via email, etc.
• Knowledge of Microsoft (Word, Excel, Power Point) and Google Office (Docs, Sheets, Share Drives/Folders) suites
• Experience successfully organizing documents (both paper and digital) and inventory
• Demonstrated experience writing and copy editing
• Detail oriented, takes initiative and ownership of projects
• Familiarity with virtual conference software (Zoom set-up, hosting, recording)
• Experience organizing complex information for a general audience
• Experience working under deadline pressure and adapting to quickly changing situations; includes real time and live document and system communications and updates
• Strong collaborator with multiple groups including educators, administrators, volunteers, and participants
• Successful experience working with and communicating with people from various cultural backgrounds, including race, ethnicity, national origin, religion, socioeconomic status, age, gender, disability, sexual orientation, and other aspects of human diversity

• Reliable internet and focused/dedicated work environment if/when working outside of assigned office location
• Must be able to work regularly at a dedicated/assigned Extension office in the Learning and Environmental Sciences Building on the St. Paul campus; work location will change to the Minnesota State Fairgrounds before, during and after the MN State Fair as determined by the supervisor
• Valid driver's license and reliable vehicle with required liability insurance, to be utilized for travel to workshops and transporting materials and supplies to events including the Minnesota State Fairgrounds
• Alternate phone number that can be used, as needed, for work purposes
• Ability to maintain a flexible work schedule, including occasional evening or weekend work with advance notice
• Working ability to perform tasks involving prolonged sitting, standing, bending, or twisting, with occasional exertion…