WIC Administrative Assistant, Extension Family, Health & Wellbeing

Title: WIC Administrative Assistant

Classification: Principal Office & Admin Specialist (#1826), AFSCME Clerical represented

Estimated Salary: $21.69 - $24.50/hour; Depending on qualifications

Appointment: Part-time, 50% position, 20 hours per week

Office Hours: In person work; Flexible schedule between the hours of 7:30a - 5pm, Monday - Friday

Extension Area: Department of Family, Health, & Wellbeing

Office Location: Coffey Hall - In office requirement

Application Deadline: December 5, 2024

About the Position

The Department of Family, Health, and Wellbeing (FHW) at University of Minnesota Extension is one of eight recipients of USDA investments supporting the Women, Infants, and Children (WIC) workforce development. This position is essential to the success of the USDA WIC Workforce Initiative, a 5-year project funded through the USDA, offering vital administrative and logistical support to ensure smooth project execution and effective communication with internal and external partners. Under the supervision and support of the Operations Director, this individual will be responsible for supporting the project teams in organizing meetings, maintaining records, coordinating communications, coordinating recruitment of WIC staff, stakeholders, and other partner organizations. The position ensures smooth daily operations and supports the project's multi-layered collaboration efforts with various stakeholders, including advisory workgroups, the University of Minnesota Extension, and partner organizations.

Project Administrative Support 90%

• Provide administrative support to the project team, including scheduling ongoing meetings, preparing agendas, attend 4 monthly meetings to capture decisions and actions on meeting form, and distributing materials to workgroups and stakeholders.
• Assist with occasional in-person multi-day events, and several virtual events, to include set ups, catering, reservations, check ins.
• Arrange travel, lodging, and transportation for others
• Assist in organizing and setup for virtual and in-person meetings related to grant deliverables.
• Maintain project records, including filing, data entry, and document management to ensure accuracy and accessibility.
• Coordinate communication between internal team members
• Format, and distribute project reports, presentations, training materials, and other documents as needed
• Assist in tracking project timelines, deliverables, and deadlines.

Operational Support 10%

• Collect documents to appropriate staff for financial processing
• Ensure the confidentiality and security of sensitive project information.
• Other tasks as assigned.

• High School Diploma/GED and two years of full-time office/administrative experience.
• Experience coordinating all aspects of multiple day events and meetings; such as arranging travel and transportation, hotel reservations, communication with caterers
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google suite applications
• Experience setting up meetings
• Ability to work independently and as part of a collaborative team.
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Excellent verbal and written communication skills.
• Experience working with diverse populations and stakeholders.

Additional Requirements:

• Valid driver's license and access to vehicle with required insurance and be able to drive occasionally.
• Ability to work on computer for prolonged periods of time.
• Ability to push, pull, lift, carry up to 30 pounds occasionally.
• Ability to maintain a flexible work schedule, including evenings and weekends as well as an occasional overnight stay (1-2 times per year).
• Must be able to work regularly at a dedicated/assigned Extension office.
• Must have reliable internet if/when working outside of assigned office location.
• This position is not eligible for employment visa sponsorship.

• Experience with programs supporting under-served families
• Financial processing experience
• Experience with grant-funded projects, including adhering to reporting guidelines, and following federal financial policies and procedures.
• Excellent interpersonal skills and problem-solving skills
• Basic understanding of project management tools (example, Monday.com)
• Basic understanding of virtual meeting platforms such as Zoom.

About Extension and Department for Family, Health, & Wellbeing

University of Minnesota Extension is a major outreach arm of the University of Minnesota with a mission to serve the public through applied research and education. Our mission is to make a difference by connecting community needs and University resources to address critical issues in Minnesota. Extension strives to attract and retain high-quality, passionate employees, and weave diversity, equity and inclusion into all aspects of Extension's programming and employee engagement. Find further information at https://extension.umn.edu/

As one of four departments, the Extension Department for Family, Health, & Wellbeing helps families make informed decisions leading to better health, financial security and well-being. We accomplish this by developing, delivering and evaluating credible, relevant and research-based education; working closely with others across Minnesota to build the strengths of individuals and families of all ages, ethnicities and backgrounds; conducting and collaborating on research projects; recruiting and retaining expert faculty and staff passionate about families and their success; increasing the understanding of our work among key stakeholders; securing resources to sustain and grow programs that meet emerging needs and support strategic priorities.

Extension Department for Family, Health, & Wellbeing programs currently focus on family relations, family resource management, food safety, and health and nutrition, with special effort in the areas of children's health, families in transition, building healthy and strong families, and preparing for an aging Minnesota. An important part of the Department for Family, Health, & Wellbeing mission is to engage in research and evaluation on issues affecting families and how our educational programs meet the needs of Minnesota families.

Pay Range: $21.69 - $24.50/hour; depending on education/qualifications/experience

Time Appointment: 50% Appointment

Position Type: 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

Please note: This position is not eligible for employment visa sponsorship.

Applications must be submitted online. To be considered for this position, please click on the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position. Please attach the following required application materials:

1. Cover letter
2. Resume - Your resume must include all your education and experience as it relates to the required qualifications. The initial HR screening process focuses primarily on the resume.

References: Names and contact information for three professional references will be required during the interview process.

Additional documents may be attached after the application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. See full instructions, https://hr.umn.edu/Jobs/Applicant-Center/Help-Job-Applications/Using-Job-Application-System.

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

The University of Minnesota and Extension recognize and value 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).