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Job Description / Duties

About the Job
This position assists Cedar Creek Ecosystem Science Reserve (CCESR) in a variety of operations functions, including administrative duties, finance, and support of land management and public programs. Key areas of responsibility include acting as the first point of contact for internal and external constituents, administering billing and payment transactions, coordinating lodging assignments, and fulfilling site Human Resources needs.

This position reports to the Associate Director of CCESR and provides support for CCESR’s Director, Associate Director, staff and users. This position also maintains a close collaboration with the HR and Finance teams in the College of Biological Sciences (CBS). The position is based at CCESR, located in East Bethel, but will require occasional travel to the U of MN Twin Cities campus.

Hourly Rate: $24.84

Principal Duties and Responsibilities


50% Office Administration and Communications:

Serves as first point of contact for internal and external constituents including contractors, vendors, researchers and visitors; prioritizes, responds to, and/or triages inquires in person, by phone and by email
Proactively manages housing and space rentals including scheduling, billing, reporting, and tracking use; ensures clear communication and expectations between residents and Cedar Creek staff
Serves as liaison to the CBS HR department; ensures new hire paperwork is completed and new CCESR staff (especially interns) are rapidly and effectively entered into the University system and receiving paychecks and communication
Orients new employees to CCESR, site norms, and University policies; participates in annual review and update of orientation and onboarding materials
Provides keys, orientation, maps and support to users visiting during and after business hours
Certifies drivers with Fleet Services and coordinates vehicle use onsite
Assists Associate Director in compiling and organizing annual reporting from researchers
Works with researchers, research coordinators and CBS HR to format and post summer intern positions to the CCESR website and to relevant job boards
Serves as site contact for workshops, undergraduate courses and events planned at CCESR; communicates with event guests and hosts, coordinates event set-up and take-down, manages block housing reservations, occasionally picks up rental vehicles from U of MN Fleet Services
Organizes and participates in CCESR staff meetings, including sending reminders, note-taking, and sending summary reports
Maintains CCESR google calendar, including making sure that all scheduled events have relevant set-up, billing and logistics considerations addressed
Addresses and resolves logistical and office management issues as they arise

25% Finance:

Serves as liaison to the CBS Finance department
Generates invoices and collects/logs revenue for all CCESR services, including rental and use fees, program fees, transportation and lodging
Monitors and reconciles CCESR accounts using University financial systems, creates purchase orders, creates contracts for services, processes reimbursements and deposits, manages UMarket approvals, ensures payment to external contractors
Processes and tracks purchase requests and orders for faculty PIs, research coordinators, other researchers, and CCESR staff
Handles end-of-year tax and real estate reporting obligations • Works with UM Foundation to track and acknowledge gifts
15% Education and Community Engagement Support:

Assists with curriculum and materials organization and prep, backend of zoom/online programs for compliance with youth safety policies, other education projects as needed
Maintains and updates content and brochures in public-facing spaces
Processes invoices and transportation reimbursements for K-12 visitor groups
Opportunities may exist for this position to deliver established, standards-based lessons to K-12 audiences in both field-based programs in CCESR’s scientific and natural areas and offsite in schools and community spaces
10% Other Operational Support:

Participates in land management activities, including prescribed burns and invasive species monitoring and removal
Supports research coordinators in management and upkeep of shared equipment and supplies
Contributes to Cedar Creek Diversity, Equity, Inclusion and Justice committee and Safety committee
Maintains working knowledge of University regulations and policies, including the CBS Dean's Office, Office of General Counsel, Real Estate Office, External Sales, Purchasing and Disbursements, Office of Public Engagement
Assists the Director and Associate Director with tasks as needed
Perform I9 Verification for CC hires
Ensure adherence to the University’s vaccination requirements
Orient new employees with payroll procedures such as submitting time and absences; ensure new hire paperwork

Qualifications / Required Skills

Qualifications
Essential Qualifications

BA/BS or a combination of related education and work experience to equal four years
Skilled in applying knowledge with emphasis on precision and timeliness of execution
Experience managing budgets, finance reporting, and/or finance tracking
Demonstrated project management and organizational skills, and the ability to work collaboratively and to prioritize short and long-term activities
Strong communication skills (written and oral)
Mastery of Google Applications (Gmail, Calendar, Docs, Forms, Chat) and Microsoft Office Suite (Word, Excel, PowerPoint)
Valid driver’s license and ability to occasionally travel in-state


Preferred Qualifications

Degree or coursework in ecology, environmental science, biology or related fields
Experience working in housing management, event planning, or hospitality management
Demonstrated ability to work in a team environment, ability to work independently, and a self-directed problem solver
Experience working or volunteering in a public-facing setting (e.g. customer service, informal education)
Experience conducting ecological research
Experience as an instructor in a formal or informal science education setting
Experience working in a University/College environment
Experience with University of Minnesota systems such as Enterprise Financial System (EFS), UM Reports, and PeopleSoft
Experience working or living at a scientific field station

Additional Information

The UMN jobs site job opening ID is 353602. To find the position and apply:

1) visit https://humanresources.umn.edu/jobs
2) click on the tab in the center of the page that corresponds to their situation/status
3) Search Job ID 353602

Benefits
Working at the University

At the University of Minnesota, you’ll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also 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 Scholarship
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
Please visit the Office of Human Resources website for more information regarding benefits.


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.

Please note: All employees at the University of Minnesota are required to comply with the University’s Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit: https://safe-campus.umn.edu/return-campus/get-the-vax

Salary: Hourly Rate: $24.84

Contact Information

Caitlin Barale Potter, associate director (caitlin@umn.edu)

Employer Profile

Cedar Creek Ecosystem Science Reserve is a University of Minnesota biological field station with many ecosystems and species found throughout the forests and grasslands of North America. Faculty, staff and students who work at Cedar Creek are dedicated to understanding the long-term consequences of human-driven environmental changes. These include ecosystem responses to things like:

Biodiversity loss
Nitrogen deposition
Elevated carbon dioxide
Warming and changes in precipitation
Exotic species invasions

Cedar Creek is part of the College of Biological Sciences and a member of the Long Term Ecological Network. The reserve also has a thriving K-12 and community engagement arm, serving more than 10,000 people a year through public programs, field trips, and other events.