Office & Administrative Specialist

The Principal Office and Administrative Specialist will serve as the departmental point of contact for all RAR UMarket, PCard, and purchase orders. Responsibilities include requisition preparation, order processing, physical receipt of orders, and ensuring proper delivery to the requester. This position provides procurement support for critical supplies in the "Cage" area and manages all feed orders for the department, including fulfilling special feed requests from investigators and ensuring proper cost allocation to their labs. Additionally, the Principal Office and Administrative Specialist is responsible for implementing the Kanban inventory management system across all RAR vivariums. Other duties include performing various business office tasks related to animal ordering, transfers, processing cage cards as needed. The Office and Administrative Specialist will also assist with other tasks as assigned by the Business Office Supervisor.
This position is responsible for complying with any and all licensing, certification or other requirements for the position, including any medical and training requirements of the Research Occupational Health Program (ROHP).

Position Duties and Responsibilities

Procurement Activities (55%)

• Support RAR procurement activities of the department by finding vendors who source needed items, processing PCard and UMarket orders for all departmental personnel.
• Order all animal feed for RAR facilities and handle special feed orders as requested by investigators.
• Manage office supplies including ordering them for the Business Office.
• Order and distribute replacement scrubs and reusable lab coats as needed.
• Assist with returning items or problems that arise with items ordered.
• Solve problems related to feed and supply deliveries as needed. This includes communicating issues to Business Operations Manager and all impacted departmental staff.

Implement and Maintain Kanban Inventory Management System (25%)

• Purchase and assemble new storage racks and bins for supply closets in each RAR vivarium.
• Organize supply closets by installing new supply racks with labeled bins and transferring existing supplies into the bins
• Coordinate with RAR area supervisors to implement the Kanban inventory management system while limiting disruptions to vivarium operations.
• Train staff on proper use of the Kanban system and serve as main point of contact for questions or issues.
• Review and maintain the closet organization to ensure an efficient and orderly supply area over time.

The Cage Inventory Oversight (15%)

• Source and order all PPE maintained in the Cage inventory area, partnering with UMarket administration as needed.
• Mentor/Train backup staff on ordering processes.

Backup and Other Duties (5%)

• Process cage cards when additional support is needed.
• Process special services billing when additional support is needed.
• Participate on special projects as assigned such as updating manuals, writing SOPs, or creating job aids, etc.

The Research and Innovation Office (RIO) and Research Animal Resources endorses a "work with flexibility" approach that offers a welcoming and flexible work environment where everyone is inspired to do their best. Work location options include working fully remote, partially remote, or entirely in the office and are based on the work of the position. Some on-site work may be necessary for certain positions, even those designated as fully remote.

This position has been designated as work profile 1. Profile 1 is expected to work primarily on-site. Your office will be located in the McNamara Alumni Center. RAR management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.

Required Qualifications

• High school diploma/GED and two years of related office and administrative experience. Training/education may be substituted for some of the years of experience.
• Demonstrated competency in basic Microsoft Office and Google Suite applications
• Demonstrated experience with general office equipment, copiers, scanner/fax machines and printers.
• Demonstrated excellent time management skills and the ability to independently meet deadlines in a fast-paced environment
• Must be detail oriented.
• Ability to lift, push, pull, or carry up to 50 lbs

Preferred Qualifications

• Experience working in a University office setting
• Familiarity with ERP systems such as PeopleSoft

Research Animal Resources (RAR) provides the University of Minnesota research community with animal care, procurement services, veterinary knowledge, and maintenance of housing facilities for animal-related research activities.

Pay Range: $21.69 - $24.84 per hour; depending on education/qualifications/experience

Time Appointment: 75%-100% 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
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

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.

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

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

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.

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 nation's 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 the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).