The Program Specialist provides administrative and logistical support for the Hubert H. Humphrey Fellowship Program at the University of Minnesota’s Humphrey School of Public Affairs (the “Program”) and to the Humphrey School’s Global Policy Area. This is a 12-month, renewable, full-time position. The Program Specialist reports to the Program Director/Coordinator, and receives day-to-day guidance from the Associate Coordinator and the chair of the Global Policy Area.
General Administrative Responsibilities (20%)
Provide day-to-day administrative and logistical support for the Program and the Fellows.
Maintain Program files, records, databases, and listservs.
Manage Program equipment and supplies.
Handle administrative and logistical duties for the Associate Campus Partnership (with St. Paul College) and the Cross-Campus Collaboration (with other Universities).
Meeting and Event Support (15%)
Assist with scheduling, securing spaces, preparing, registering participants, ensuring accessibility, and setting-up and breaking-down for Program meetings, retreats, in-person and online events, training, and other gatherings.
Handle teleconferencing and logistics for online meetings and events.
Handle Fellows’ transport and accommodations for retreats and off-site events.
Maintain a Program events calendar for Fellows.
Communications Support (20%)
Write and edit materials as requested by the Associate Coordinator or the Program Director / Coordinator.
Write and share relevant information through the Program’s social media channels and website, under the guidance of the Associate Coordinator.
Create and distribute promotional materials for Program events.
Maintain clear communications with Fellows, alumni, University contacts, and community stakeholders, including Fellows’ “host families.”
Respond to requests for information about the Program.
Prepare and distribute an annual brochure about the program, as required by the Institute of International Education (“IIE”).
Prepare a weekly newsletter for Program participants.
Direct Support to Fellows (15%)
Serve as a key point of contact for Fellows’ Program-related inquiries, requests, and needs.
Help Fellows with administrative procedures and logistical matters as they arrive and depart (e.g. airport pick-up, bank accounts, social security card, and U cards).
Respond to Fellows’ questions concerning housing at the University Village.
Together with the Associate Coordinator, help Fellows register for and engage in University courses.
Schedule Fellows’ monthly check-ins with the Program Director / Coordinator or Associate Coordinator, and help them update their professional development plans, as needed.
Help Fellows complete paperwork for professional affiliations.
Financial Processes (5%)
Process invoices and expenses, ensuring timely payments to vendors and reimbursements to staff.
Assist with financial and administrative grant reporting to IIE, and with renewal proposals.
Other Fellowship Program Duties (5%)
Maintain the Fellows’ lounge in the Humphrey School, ensuring that it is orderly and liaising with facilities management for assistance.
Provide administrative support to the visiting international scholars through the International Fellows and Scholars (IFS) program by working with Humphrey School faculty and the Associate Dean to secure desk space, supplies, and other resources.
Other duties as assigned.
Global Policy Area Program Support (20%)
Assist in planning and organizing community-building activities and events for Humphrey School globally-focused students and faculty, and Global Policy Area public events.
Provide communications support for the Global Policy Area chair, including digital and social media engagement on events, student and faculty accomplishments, and opportunities.
Plan and support Global Policy Area faculty meetings and complete other tasks as directed.
High School diploma/GED and two years experience is administrative/office setting; training/education may be substituted for some of the years of experience.
Computer experience to include: Google Applications, Microsoft Office suite; social media management.
Excellent written and verbal communication skills, including experience with drafting, proofing, and editing correspondence.
Experience with independently managing administrative projects, performing complex, detail-oriented tasks, flexibly responding to unexpected requests, and setting priorities.
Strong interpersonal skills, including the ability to work effectively in teams and interact with diverse individuals, including those of non-US origin.
Valid driver’s license and access to regular use of a reliable vehicle.
Ability to work during occasional non-standard work hours (e.g. evening events or weekend retreats), especially in August.
BA/BS degree in a field related to public affairs or human rights; or associate degree in a relevant field and 2 years of work experience.
Experience with planning and coordinating events and handling teleconferencing technology.
Familiarity with US visa laws and regulations.
Ability to communicate orally is important.
Regular use of the telephone and e-mail for communication is essential.
Standing, sitting, bending, moving objects (e.g. setting up tables and chairs in meeting rooms),and lifting (up to 20 lbs.) may be common.
Good manual dexterity for the use of common office equipment such as computer, calculator, and copiers is required.
Within the Humphrey School our concept of creating a diverse community broadly encompasses people with identities that have been historically marginalized in our society and underrepresented in higher education and the realm of public affairs, particularly: people of color; indigenous peoples; new immigrant populations; people with both visible and hidden disabilities; women and people of all gender identities and expressions; and, first-generation college students.
We also recognize issues of access and climate for individuals who might encounter barriers based on their religious expression, age, national origin, ethnicity, or veteran status.
The Humphrey School is committed to creating, inviting, and welcoming individuals into an environment where all people have an opportunity to learn and contribute. Within the Humphrey School we seek always to include multiple and potentially divergent perspectives into a common community of inquiry and learning.
Specifically articulate that you meet the required qualifications on your application materials (resume and cover letter).
Anticipated Start Date: August 16, 2021. Position will remain open until filled.
Annual Base Salary Range: $40,664 - $44,054
Internal Number: 341584
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.