Administrative Specialist PPPS, College of Pharmacy, Duluth

About the Job

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 Colleges 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:

• Front desk office 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.

Qualifications

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 communications.
• Ability to build effective working relationships with diverse faculty, staff, students, administrators, and external partners.
• Collaboration and service-oriented, with a focus on supporting team members, department faculty, and the University at large.
• Proven ability to multi-task and prioritize in a fast-paced environment, work independently and collaboratively, show initiative, meet deadlines, and provide administrative support to multiple people.
• Strong organizational, problem-solving, and critical thinking skills with attention to detail and a commitment to continuous process improvement.
• Proficiency with Microsoft Office, Google Workspace, Adobe Creative Suite, and both Windows and macOS operating systems and Zoom meeting platform management.
• Demonstrated commitment and ability to work effectively and respectfully with individuals from a diverse variety of backgrounds, communities, and identities.
• A commitment to the College of Pharmacy's core values:
• We, as a College of Pharmacy, act with integrity to live our values across all mission areas. With community as our cornerstone, we assume shared responsibility and accountability for creating a healthy and caring organization that contributes to society.
• Dignity
• Community
• Excellence

Preferred Qualifications:

• Five or more years demonstrated administrative experience.
• Experience with PeopleSoft applications.
• Experience with accounting practices and software (e.g. purchasing, expense reports).
• Experience with graphic design, marketing, communications, or publication development.
• Experience coordinating events or managing multiple projects simultaneously.

About the Department

Renowned for its leadership, the University of Minnesota College of Pharmacy excels in training the next generation of practitioners and researchers. Our graduates in pharmacy, occupational therapy, and medical laboratory sciences are equipped to address complex health challenges globally. Through the College of Pharmacy, we provide a robust array of degree options including pharmacy (PharmD, MS, PhD), occupational therapy (OTD), and medical laboratory sciences (BS, Certificate, MMLS, MS-BLS).

Our pharmacy curriculum spans the Twin Cities and Duluth campuses, while occupational therapy is delivered in the Twin Cities and Rochester. The medical laboratory sciences program remains focused on the Twin Cities campus. We utilize advanced interactive technology to ensure seamless integration and collaboration across all academic locations.

Pharmacy Practice and Pharmaceutical Sciences (PPPS)

The Department of Pharmacy Practice and Pharmaceutical Sciences (PPPS) serves as one of the College of Pharmacys five academic pillars, based on the University of Minnesota Duluth campus. This interdisciplinary unit brings together faculty committed to excellence in scholarship, clinical practice, and pedagogy across the basic, social, and clinical sciences.

Our dedicated faculty and exceptional administrative and research staff work tirelessly to advance interdisciplinary pharmaceutical care. We focus our education, research, and service initiatives on enhancing the health and wellbeing of rural, Indigenous, and underserved populations.

PPPS faculty possess multidisciplinary expertise spanning behavioral, clinical, social, and basic sciences. This diverse internal infrastructure facilitates robust collaborative research with the Medical School Duluth, regional health systems, and various departments within the Academic Health Center.

Students are integral to the success of PPPS research laboratories. We offer extensive opportunities for undergraduate, professional, and graduate students seeking to cultivate their research experience.

https://www.pharmacy.umn.edu/departments/pharmacy-practice-and-pharmaceutical-sciences

Pay and Benefits

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

Time Appointment: 75% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

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.

Required application materials: resume

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

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

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

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 Reports "Americas 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 UMDs 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.