Operations Associate

About the Job

This position assists Cedar Creek Ecosystem Science Reserve (CCESR) in a variety of operations functions, including administrative duties, finance, and land management. They will also support the reserve's K-12 and public work, with the opportunity to gain experience delivering environmental education programs. Key areas of responsibility include acting as the first point of contact for internal and external constituents, administering billing and payment transactions, coordinating lodging assignments, and fulfilling site Human Resources needs.

This position reports to the Associate Director of CCESR and provides support for CCESR’s Director, Associate Director, staff and users. This position also maintains a close collaboration with the HR and Finance teams in the College of Biological Sciences (CBS). The position is based at CCESR, located in East Bethel, but will require occasional travel to the U of MN Twin Cities campus.

Hourly Rate: $24.84

Principal Duties and Responsibilities

50% Office Administration and Communications:

• Serves as first point of contact for internal and external constituents including contractors, vendors, researchers and visitors; prioritizes, responds to, and/or triages inquires in person, by phone and by email
• Proactively manages housing and space rentals including scheduling, billing, reporting, and tracking use; ensures clear communication and expectations between residents and Cedar Creek staff
• Serves as liaison to the CBS HR department; ensures new hire paperwork is completed and new CCESR staff (especially interns) are rapidly and effectively entered into the University system and receiving paychecks and communication
• Orients new employees to CCESR, site norms, and University policies; participates in annual review and update of orientation and onboarding materials
• Provides keys, orientation, maps and support to users visiting during and after business hours
• Certifies drivers with Fleet Services and coordinates vehicle use onsite
• Assists Associate Director in compiling and organizing annual reporting from researchers
• Works with researchers, research coordinators and CBS HR to format and post summer intern positions to the CCESR website and to relevant job boards
• Serves as site contact for workshops, undergraduate courses and events planned at CCESR; communicates with event guests and hosts, coordinates event set-up and take-down, manages block housing reservations, occasionally picks up rental vehicles from U of MN Fleet Services
• Organizes and participates in CCESR staff meetings, including sending reminders, note-taking, and sending summary reports
• Maintains CCESR google calendar, including making sure that all scheduled events have relevant set-up, billing and logistics considerations addressed
• Addresses and resolves logistical and office management issues as they arise

25% Finance:

• Serves as liaison to the CBS Finance department
• Generates invoices and collects/logs revenue for all CCESR services, including rental and use fees, program fees, transportation and lodging
• Monitors and reconciles CCESR accounts using University financial systems, creates purchase orders, creates contracts for services, processes reimbursements and deposits, manages UMarket approvals, ensures payment to external contractors
• Processes and tracks purchase requests and orders for faculty PIs, research coordinators, other researchers, and CCESR staff
• Handles end-of-year tax and real estate reporting obligations • Works with UM Foundation to track and acknowledge gifts

15% Education and Community Engagement Support:

• Assists with curriculum and materials organization and prep, backend of zoom/online programs for compliance with youth safety policies, other education projects as needed
• Maintains and updates content and brochures in public-facing spaces
• Processes invoices and transportation reimbursements for K-12 visitor groups
• Opportunities may exist for this position to deliver established, standards-based lessons to K-12 audiences in both field-based programs in CCESR’s scientific and natural areas and offsite in schools and community spaces

10% Other Operational Support:

• Participates in land management activities, including prescribed burns and invasive species monitoring and removal
• Supports research coordinators in management and upkeep of shared equipment and supplies 
• Contributes to Cedar Creek Diversity, Equity, Inclusion and Justice committee and Safety committee
• Maintains working knowledge of University regulations and policies, including the CBS Dean's Office, Office of General Counsel, Real Estate Office, External Sales, Purchasing and Disbursements, Office of Public Engagement
• Assists the Director and Associate Director with tasks as needed
• Perform I9 Verification for CC hires
• Ensure adherence to the University’s vaccination requirements
• Orient new employees with payroll procedures such as submitting time and absences; ensure new hire paperwork

Qualifications

Essential Qualifications 

• BA/BS or a combination of related education and work experience to equal four years
• Skilled in applying knowledge with emphasis on precision and timeliness of execution
• Experience managing budgets, finance reporting, and/or finance tracking
• Demonstrated project management and organizational skills, and the ability to work collaboratively and to prioritize short and long-term activities
• Strong communication skills (written and oral)
• Mastery of Google Applications (Gmail, Calendar, Docs, Forms, Chat) and Microsoft Office Suite (Word, Excel, PowerPoint)
• Valid driver’s license and ability to occasionally travel in-state

Preferred Qualifications

• Degree or coursework in ecology, environmental science, biology or related fields
• Experience working in housing management, event planning, or hospitality management
• Demonstrated ability to work in a team environment, ability to work independently, and a self-directed problem solver
• Experience working or volunteering in a public-facing setting (e.g. customer service, informal education)
• Experience conducting ecological research
• Experience as an instructor in a formal or informal science education setting
• Experience working in a University/College environment
• Experience with University of Minnesota systems such as Enterprise Financial System (EFS), UM Reports, and PeopleSoft
• Experience working or living at a scientific field station
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How To Apply

Applications must be submitted online. The UMN jobs site job opening ID is 353602. To apply:

1) visit  https://humanresources.umn.edu/jobs

2) click on the tab in the center of the page that corresponds to your situation/status

3) Search Job ID 353602

4) 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.

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

Diversity

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.

Employment Requirements

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-va