Job description
Required Qualifications:
BA/BS Degree and or a combination of education and related work experience totaling 4 years.
Demonstrated competency in basic Microsoft Office and Google Suite applications.
Demonstrated excellent time management and organizational skills to meet weekly deadlines in a fast-paced environment
Experience working in a customer service environment
Preferred Qualifications:
Research animal experience/ background
Effective verbal and written communication skills
Familiarity with ERP systems such as PeopleSoft
Job Code 8208A1
Appointment: 1.0 FTE
Position Overview:
The Administrative Specialist position will assist with planning and implementing a new enterprise resource planning software project. The position will oversee and prepare the reconciling census corrections reports on a bi-weekly basis. Review and investigate expiring protocols. This position will work with detail reports to resolve chart string issues daily. This position will serve as a unit representative to complete tasks that will require working closely with the business office personnel, accountants, and the Institutional Animal Care and Use Committee (IACUC) office. This position will back up other business office personnel and any other tasks assigned by the Operations Director.
Position Responsibilities:
Enterprise Resource Planning Software Management (40%)
- Act as point of contact for software planning and implementation activities in coordination with Operations Director
- Assist and participate in business planning activities such as managing request for proposal (RFP) process, vendor inquiries, vendor demos, assessment of potential vendors, and serving as the first point of contact for vendor questions.
- Respond to internal and external stakeholder inquiries and provide troubleshooting support.
- Support transition to selected enterprise resource planning software in coordination with Interim Operations Director, including planning, transition, and post-implementation activities.
Budget and Census Corrections (20%)
- Respond to and process all assigned census corrections after bi-weekly census completion using WDS system
- Independently troubleshoot and resolve issues between research labs and husbandry staff
- Responsible for correction of any budget exceptions arising from interfaces by working with research labs and OVPR accounting personnel
- Act as a subject matter expert on census policies and procedures
- Communicate and work closely with business office and husbandry personnel to resolve census issues
- Complete within 7 days of bi-weekly census
Expiring Protocols (20%)
- Respond to and process expiring protocol requests daily using e-protocol and WDS system
- Proactively plan for expiring protocol review and transfer active cage cards to holding protocol
- Independently troubleshoot and resolve issues between research labs and IACUC office
- Act as a subject matter expert on expiring protocol policies and procedures
- Communicate and work closely with research labs and IACUC office to resolve expiring protocol issues
- Initiate within 2 days of expiring protocol notification
Serve as Backup for Chart String Corrections (5%)
- Respond to and process chart string requests daily using EFS/PeopleSoft and WDS system
- Transfer active cage cards from old chart strings to new chart strings, create new chart strings, and delete inactive chart strings
- Communicate and work closely with research lab accountants to resolve chart string issues
- EFS/ PeopleSoft required training (the following minimum coursework must be taken and all assessments passed in order to pass the 6 month probationary period):
o FIN101 – Basic Accounting
o FIN103 – Chart of Accounts (Instructor led course)
Customer Service and General Office Duties (10%)
- Triage departmental email from group email accounts
- Draft, edit and submit departmental notices & announcements related to census corrections, expiring protocols, and chart string corrections
- Manage and maintain office supplies and equipment
- Email/ copy/ fax documentation as required
- Assist with informal orientation and training of other employees and creating of training materials related to ordering as requested
Backup and Other Duties (5%)
- Back up animal breakouts and supply cage tasks and other activities as requested
- Participate on special projects as assigned
- Answer the main departmental phone line and triage calls
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.
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-UOHR (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.
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
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.
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