Executive Office & Administrative Specialist, St. Paul Campus

Working Title: Executive Office & Administrative Specialist

Appointment: Executive Ofc and Admin Spec (1885), Full-time, AFSCME represented

Office Location: St Paul campus, Learning and Environmental Sciences Building along with some hybrid work options. This position may be up to 40% remote following an onboarding period which will be fully on campus

Office Hours: 8:00am to 4:30pm, Mon-Fri (may be subject to change)

Pay Range: $23-$26/hour; depending on education/qualifications/experience

Reports To: Associate Administrator & Office Manager

Apply By: January 11, 2026

About the Position

The University of Minnesota Extension Department of Youth Development works in partnership with communities to build engaged young people who are ready to learn and lead in a global society. We are looking for an outstanding team member to help support our exceptional county & state fair, animal science, and STEM programs. This person will be essential to the quality and success of these programs at a state level.

The Executive Office and Administrative Specialist provides administrative support for county & state fair programs, animal science, and STEM programs, including document, correspondence and presentation preparation, financial tracking, state program registration and logistical support.

Essential Functions:

State and county fairs program support 35%

• Provide administrative support for Director of State and County Fairs Programs
• Coordinates document formatting and review process with attention to copy editing, branding, and accessibility.
• Maintains and updates digital databases, electronic files, and inventory spreadsheets.
• Supports State Fair operations including livestock office support and awards process management.

Animal Science support 30%

• Provide administrative assistance to the Animal Science Director, including document preparation, presentations, and electronic file management.
• Organize and track ear tag inventory, follow up with counties, and prepare Board of Animal Health documentation.
• Track program committee membership and manage committee meeting invitations, updates, and resource preparation.
• Assist with Animal Science events and meetings, including setup, material preparation, communication facilitation, and on-site support as needed.

STEM & Agri-Science support 25%

• Provide administrative support to the STEM Director, including scheduling, travel arrangements, and document management.
• Plan and coordinate events and meetings, handling logistics such as vendor selection, lodging, transportation, meal planning, and on-site or virtual setup.
• Manage data and reporting, including collection, analysis, and creation of templates for program evaluation and presentation.

Other 10%

• Provide general office support to areas as needed
• Create, organize, edit, file documents and reports .

Required Qualifications:

• High School Diploma/GED and four (4) years of related office experience. Training/Education may be substituted for some of the years of experience.
• Successful experience providing exceptional customer service in-person, on the phone, via email, etc.
• Knowledge of Microsoft (word, excel, power point) and Google Office (docs, sheets, share drives/folders) suites
• Experience successfully organizing documents (both paper and digital) and inventory
• Demonstrated experience writing and copy editing
• Detail oriented, takes initiative and ownership of projects
• Familiarity with virtual conference software (Zoom set-up, hosting, recording)
• Experience organizing complex information for a general audience
• Experience working under deadline pressure and adapting to quickly changing situations; includes real time and live document and system communications and updates
• Strong collaborator with multiple groups including educators, administrators, volunteers, and participants
• Successful experience working with and communicating with people from various cultural backgrounds, including race, ethnicity, national origin, religion, socioeconomic status, age, gender, disability, sexual orientation, and other aspects of human diversity.

Additional Requirements:

• Reliable internet and focused/dedicated work environment if/when working outside of assigned office location
• Must be able to work regularly at a dedicated/assigned Extension office in the Learning and Environmental Sciences Building on the St. Paul campus; work location will change to the Minnesota State Fairgrounds before, during and after the MN State Fair as determined by the supervisor.
• Valid driver's license and reliable vehicle with required liability insurance, to be utilized for travel to workshops and transporting materials and supplies to events including the Minnesota State Fairgrounds.
• Alternate phone number that can be used, as needed, for work purposes.
• Ability to maintain a flexible work schedule, including occasional evening or weekend work with advance notice.
• Working ability to perform tasks involving prolonged sitting, standing, bending, or twisting, with occasional exertion (lift, push, pull, carry) of up to thirty (30) pounds of force, and frequent repetitive motions.

Preferred Qualifications:

• Animal science experience
• Project management experience
• Demonstrated experience providing support to more than one person.

About Extension

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 on the Extension website.

Pay Range: $23-$26 an hour; depending on education/qualifications/experience

Time Appointment: 100% 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
• 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 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:

• Cover letter
• 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.

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 application instructions.

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.