Program/Project Specialist

University of Minnesota - Office of Human Resources
March 25, 2020
Twin Cities, MN
Job Type


All required qualifications must be documented on application materials.

Required Qualifications:

High School Diploma/GED and five years related experience to include project management, preferably with educational programs (training/education may substitute for some years of expereince). Proficient computer skills to include Microsoft Office (Word, Excel, PowerPoint,), Google, and electronic calendaring. Experience with complex meeting scheduling and support of executive-level meetings and travel arrangements. Experience coordinating event and program logistics. Experience composing and editing communications and correspondence. Demonstrated ability to respond to inquiries (in person, by phone, or electronically) in a professional manner while operating in an environment with frequent interruptions. Experience working independently and as part of a team. Advanced experience preparing and processing accounting and business documents (reimbursements, travel, procurement cards, purchasing, preferably using EFS). Excellent interpersonal skills, including a positive attitude and ability to work as a team player. Experience with online meeting software (AdobeConnect, GoToMeeting, WebEx, etc.).

Knowledge, Skills and Abilities/Selection Criteria:

  • Demonstrated ability to establish and maintain effective working relationships and customer satisfaction with all stakeholders.
  • Excellent verbal and written communication skills.
  • Ability to participate as a team member in work groups of diverse composition
  • Ability to foster a cooperative work environment
  • Serves as a productive professional and positive team player by being flexible and adaptable to change, is proactive in developing efficiencies, focusing on details, making appropriate decisions, and maintaining effective communications
  • Manages tasks by completing jobs with timeliness and accuracy; including ability to establish and meet deadlines.
  • Manages, prioritizes, and evaluates workload tasks and regularly communicates schedules and tasks with supervisor
  • Uses effective problem-solving and troubleshooting techniques within the scope of job duties
  • Shares ideas and makes recommendations to improve and enhance workplace efficiencies
  • Willingness and interest to work in a multicultural environment, within CAHFS and with international partners, understanding and accommodating to a variety of cultures that are incongruous to their own.
  • Because of the nature of CAHFS' work, a successful candidate would be able and willing to adapt to different requirements, associated with changes in directions, new projects, and need to respond to emergent situations.

Work Environment and Physical Requirements
This work is generally performed at The University of Minnesota, College of Veterinary Medicine at the CAHFS Offices. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; talk and hear; occasionally stoop, kneel, crouch or crawl; smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

About the Job

Essential Functions

Support for programs/project management - 60%

Provides logistics and support for projects and programs being offered by CAHFS, including but not limited to itineraries, transportation, lodging and meal logistics, on-site visit coordination, vendor relations and program planning. For a number of CAHFS projects, there is an international component, including frequent interaction with multiple cultures and nationalities to arrange visits of foreigners, and/or visits of CAHFS staff to foreign locations.

Makes various program arrangements in a thoughtful and thorough fashion, completes assignments with accuracy in a timely manner, deals well with multiple, competing demands, provides general review and editing of documents; provides coordination and support for CAHFS programs such as:
applied research and outreach projects
veterinary public health education
resident recruitment and residency program
workshops, training, and course offerings

Identifies and analyzes the project upfront, including purpose, audience, parameters, and deadline, research/compile information as needed using electronic resources, manages multiple specialty contact lists; able to use online and Excel spreadsheets, use of online database/software systems for various projects and program management.

Departmental Financial/Purchasing support - 30%
Responsible for departmental purchasing function to include:
creating and managing requisitions, Purchase Orders, Blanket POs, Contracts for Professional Services, UMarket ordering and approvals, including vendor creation and set up
reviewing and submitting invoices for payment
processing and paying dues, subscriptions and credit card transactions
assisting with fiscal year end transactions

Coordinates AHC-IS support: new user requests, ordering computers, cross-check quarterly invoices/inventory and track support expenses

Responsible for accurate accounting for other departmental expenses, such as Xerox machine use, FedEx charges, etc. Responsible for reviewing, and analyzing individual copy counts & billing for overages, providing updates to users

Assist faculty with the processing of reimbursements; responsible for knowledge of policy and ability to provide audit of requests

Responsible for purchasing card reconciliation process, policy review and ensure consistency

Provide account balances for faculty, as needed/requested

Responsible for asset receiving requests for capital equipment purchased and received

Other Duties 10%

Communications support

Send Weekly Update and Weekly Topic using Salesforce
Post Weekly Update and Weekly Topic on CAHFS website
Update Salesforce subscriber list
Work with CVM Advancement to procure specialty marketing items such as posters, custom print items, banner displays, gifts and other items
Provide backup support for Website page master as needed with may include updating content, fixing broken links and images, adding page animations, new pictures, fresh content, new events and faculty bios and other updates.

Provide support to miscellaneous activities:

Provide backup support in emergency situations (e.g. increase in risk for, or occurrence of, an epidemic in the State for a disease relevant to CAHFS mission and/or periods of time of unusually high activity associated with CAHFS project) which require shifting duties on a temporary basis between and among CAHFS staff.

Develops and maintains liaisons with other VMC, Collegiate and University staff as needed.

Supports and upholds the value that teamwork is critical to the success of the organization.

Maintains knowledge and understanding of University of Minnesota and Collegiate policies and procedures, and serves as a resource for other staff

Maintains confidentiality of data

Hourly Range: $19.93 to $29.76 USD/hour

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have 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 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:

Background Check Information

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.

About the U of M

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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