Administrative Associate 1 - Cloquet, MN

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.

This position is in person.

Position Overview

This position is a 12-month continuing appointment located in Cloquet, MN at the University of Minnesota (UMN) Cloquet Forestry Center (CFC) on Nagaajiwanaang, the reserved lands of the Fond du Lac Band of Lake Superior Chippewa, two hours north of the UMN St. Paul Campus and 30 minutes west of Duluth MN. This position works closely with the Director of Operations (DO) to provide administrative support for the operations of the CFC and the Hubachek Wilderness Research Center (HWRC), located near Ely, MN. The CFC and HWRC are each part of the UMN College of Food, Agriculture, and Natural Resource Sciences (CFANS) Research and Outreach Center network.

This position is significantly involved with CFC and HWRC operations through offering fiscal management and support, staff management and support, and main office management. Planning, organizing, developing, and directing administrative, operational procedures and policies is a significant responsibility of this position. This position interacts with CFANS finance and human resources team members, support staff, collegiate administrators, faculty from several UMN academic departments, graduate students, vendors, outside agencies and external stakeholders. This position helps to create a welcoming and inclusive environment that encourages engagement of people from all backgrounds. This position demonstrates discretion relative to confidentiality and ethical behavior in the conduct of all position responsibilities. This position has the potential to supervise the work of the Facilities Coordinator (Exec Office and Admin Specialist - 1885), temporary, and summer employees.

Major Areas of Accountability:

Administrative and Operational Support 40%:

• Provide administrative support for the Director of Operations, staff, faculty, and Extension personnel at the Cloquet Forestry Center and Hubachek Wilderness Research Center
• Responsible for implementing and managing the general operations and management of the office and office inventory; orders supplies as needed.
• Supports DO to lead projects to implement space and equipment changes.
• Works with DO to develop visitor use policies and procedures unique to the centers
• Serve as liaison (with other units and/or the general public) for requests, policy/procedural questions and /or problem resolution.
• Assure compliance with UMN policies/procedures as well as other regulatory measures and recommend process improvements to the DO
• Oversee and coordinate daily operation and supervision in the absence of the Director.
• Inventory Services - Maintain center equipment inventory; prepare and submit annual reports to the central inventory office.
• Credit Card Merchant Manager - create and implement written operational procedures, complete annual Self-Assessment Questionnaire (SAQ), achieve and maintain PCI DSS compliance, and upload all current documents to Campus Guard.
• Point of contact for facility and general questions via phone, email, and personal inquiries about events, activities and use of CFC and HWRC, in collaboration with Facilities Coordinator.
• Serves as primary contact for phone/internet provided through UMD, troubleshoot as needed.
• Fleet Services - Serve as CFC/HWRC Department responsible authority (DRA) monitor vehicle use; facilitate process for reporting accidents and maintain vehicle accident records. Ensure required training on vehicles, monitor and facilitate renewal training sessions.
• Oversee center lock and key inventory and distribution assignment. Order as needed.
• Oversee use and troubleshoot problems for office PC, phones and copiers. Assist guests with IT issues.
• Make travel arrangements, schedule meetings, as necessary.
• Support Facility Coordinator to coordinate reservations, catering & use policy and any other facility use needs, as needed
• Represent CFC and HWRC to a diverse public, commodity groups, multi-cultural communities, colleagues and staff.
• Support CFC and HWRC internal and external communications

Fiscal Management and Support 30%:

• Supports Director of Operations (DO) by preparing and monitoring the annual operating budget in union with the center's finance professional for both the Cloquet Forestry Center and the Hubachek Wilderness Research Center. Reconcile monthly throughout the year. Meet regularly with DO and CFANS FinPro to discuss operations and examine CFC and HWRC budgets.
• Accounts payable, receivable, determine acceptability of goods and/or services/ authorize payments.
• Reviews compliance with accounting procedures unique to the CFC and HWRC.
• Receive and route shipments and invoices to the proper channels to ensure timely procurement and payment.
• Monitor salary and payroll, resolve any problems.
• Support Facilities Coordinator to create and review all invoices for internal and external facility user groups for CFC and HWRC to be submitted to PEAK.

Staff Management and Support 30%:

• Serves in a TDX Navigator/ PASER (people management and supervisor enablement role) and is responsible for training and assisting employees with TDX forms for Human Resources and Finance. Serves as point of contact for employees seeking contact information for processes overseen by CFANS Human Resources and Finance.
• Develops and implements a balanced and efficient work environment and processes. In conjunction with CFANS HR, develop onboarding processes and resources. Manage pre-hiring activities, on-boarding, and off-boarding of employees.
• Assist as needed in staff search committees including working with PEAK, UMN Talent Acquisition, and/or CFANS HR to support hiring managers and supervisors to go through permanent and temporary employee hiring, onboarding, offboarding, and retirement processes.
• Support supervisors in monitoring potential salary changes and retirement processes for their supervisees in all employee groups.
• Supervise and direct work of temporary and summer employees.
• Work with CFANS HR to develop position descriptions and classifications
• Work with or consult CFANS finance and HR teams regarding budgetary items, salaries, and anticipated increases for the new fiscal year. Review payroll, budgets, distributions and departmental records to ensure data accuracy.
• Serve as departmental Time and Absence Administrator
• Write and edit reports and confidential communications

Qualifications

Minimum Qualifications:

• Bachelor degree in Business Administration or Bachelor's degree in a related field or a combination of related education and work experience to equal at least four years.
• Knowledge of principles and practices of business and accounting.
• Experience in general accounting and human resources-related work.
• Strong computer skills, including experience in the Google and/or Microsoft Suite

Preferred Qualifications:

• Knowledge of, or experience with, University accounting and procedures.
• Experience working with FMLA and Workers Compensation.
• Evidence of excellent verbal and written communication skills.
• Understanding of information technology concepts and experience related to administration
• Demonstrated commitment to the principles of equal opportunity and affirmative action.
• Experience working with a multi-cultural community and/or with tribal nations.
• Demonstrated ability to analyze situations and recommend appropriate actions
• Evidence of ability of attention to detail and multi-tasking skills.
• Evidence of customer service experience.

Pay and Benefits

Pay Range: $27.25 - $29.00 per hour; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service

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 be given the opportunity to complete an online application for the position and attach a cover letter and 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.

Priority Deadline Note: The application review will begin on October 26th.

Please include the following required application materials:

• Resume
• Cover Letter

To request an accommodation during the application process, please e-mail jobcentr@umn.edu.

Diversity

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

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

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nations most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

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.