Administrative Associate 1

About the Job

University of Minnesota’s Facilities Management (FM) department is responsible for the physical assets of the University, ensuring a safe, reliable, and welcoming campus for learning and discovery. Waste Recovery Services (WRS) is a department within FM that provides collection and disposal services for the Twin Cities Campus and aims to recover material resources from the solid waste stream and prevent the disposal of hazardous materials.

This position is responsible for implementing and managing assigned administrative programs for Facilities Management Waste Recovery Services and works closely with and reports to the Waste Recovery Services Manager, helping to ensure the efficient and effective operation of the department.

This position oversees and administers departmental programs. All programs require the ability to coordinate, process, liaise, document, analyze data, make recommendations for program enhancements, and ensure departmental compliance, acting as the department’s representative of university policies and best practices.

• Operations Program Coordination & Delivery (70%)
  • Departmental Facility Representative – oversees the audit process and recommends program enhancements and changes; authorizes unit-level card and key access in compliance with related policies, including processing key and access requests.
  • Work management software system representative
  • SOP management – oversees documentation of administrative standard operating procedures and processes.
  • Vendor & inventory management – program set‑up and policy compliance.
  • Device & technology management – oversees departmentally issued devices, recommends technology upgrades (including apps), and provides first‑line troubleshooting.
• Financial Support (20%)
  • Purchasing – leads purchasing of non‑capital supplies, ensuring department‑wide University Purchasing Policy compliance.
  • Financial Reconciling – analyzes purchasing data to ensure policy compliance and recommends plans to supervisors to remain within policy and best practice.
• Administrative Support (10%)
  • Onboarding and termination.
  • Serve as the WRS Designated Responsible Authority (DRA) for fleet and driver licensing.
  • Departmental support, including event planning and training assignments.
  • Office environment management.
  • Other programs and projects as assigned.

• Knowledge and skill in materials procurement.
• Accuracy, attention to detail.
• Critical thinking skills in managing and analyzing data.
• Handling time‑sensitive information.
• Excellent verbal and written skills; proven customer service orientation with the ability to communicate with a diverse population (engineers, trades, academics, etc.) and concise authorship in communications and procedural documentation.
• Organization and time‑management skills with the ability to prioritize tasks to meet deadlines.
• Experience overseeing complex administrative programs and projects from beginning to completion.
• Ability to maintain confidentiality and follow data security and privacy policies.
• Ability to develop, maintain, and oversee electronic filing systems.
• Ability to create and apply tools to increase efficiency and or enhance operations.
• Ability to work independently to make complex decisions and as a team player.

Work is performed in an office setting Monday through Friday.

• BA/BS or a combination of related education and work experience to equal four years; experience applying knowledge and skills to a recurring task or activity with an emphasis on precision and timeliness of execution.
• Proficient to advanced skills in spreadsheets.
• Advanced skills in MS Office Suite and Google Suite.
• Ability to simultaneously handle incoming inquiries, maintain calendars, and coordinate logistics in a dynamic office setting.
• Capability to re‑sequence daily priorities to accommodate urgent requests or shifting timelines.
• Experience working with confidential and sensitive information is required.

• Working knowledge of asset management.
• Familiarity with construction processes, assets, and service delivery.
• Experience with an EAM system.
• Experience…