Job ID359323 LocationTwin Cities Job FamilyLR-Clerical Full/Part TimeFull-Time Regular/TemporaryRegular Job Code1885 Employee ClassAFSCME Unit 6 - Clerical About the Job POSITION DESCRIPTION MINNESOTA COUNCIL ON ECONOMIC EDUCATION DEPARTMENT OF APPLIED ECONOMICS, UNIVERSITY OF MINNESOTA, TWIN CITIES Title: Administrative and Program Assistant Job Class: Executive Office and Administrative Specialist (1885) Supervisor: Executive Director OVERVIEW: The Minnesota Council on Economic Education (MCEE) is an entrepreneurial non-profit organization (501c3) housed in the Department of Applied Economics (APEC) at the University of Minnesota, Twin Cities. The mission of MCEE is to equip Minnesotans with the economic and personal finance knowledge and skills to make informed decisions and thrive in our complex world.. MCEE accomplishes its mission by developing and delivering professional development courses and workshops for K-12 teachers, providing direct programs to K-12 students, and working with community agencies in personal finance education for adults in diverse populations. For more information about MCEE, please visit http://www.mcee.umn.edu/. This position provides administrative support for MCEE's education endeavors in the areas of data management, program delivery, grant writing and fundraising, and financial reporting and bookkeeping. The position also provides support for MCEE's general administration and its Executive Director (ED). The Administrative and Program Assistant is an important member of a small but active staff. All team members are asked to coordinate their work schedules and planned absences with each to ensure coverage. Occasional evening and weekend work is required (approximately 5-7 times per year). The position provides a great overview of, and knowledge and skill development in, all aspects of nonprofit operations. KEY RESPONSIBILITIES: 1. Administrative Support (45%) Provide support for the Executive Director (25%): create and send correspondence, prepare presentation slides, manage calendar, conduct information searches, provide support for personnel searches, assist with technical issues, advise on administrative procedures and make suggestions for process improvement. Support the activities of the Board of Directors (10%): coordinate logistics for quarterly Board meetings, prepare meeting packets, create and print board meeting materials such as signage, and name tents, attend and take meeting minutes, create orientation materials for new Board members, collect and record annual forms from members, manage Board files, maintain the Board database and directory, and respond to Board member inquiries. Provide general administrative support for MCEE (10%): serve as first point-of-contact for online and phone inquiries, sort incoming mail and process outgoing mail, manage MCEE files and dispose of records according to the retention schedule, maintain common office area for guest-ready office environment, maintain inventory of office supplies and equipment, maintain the MCEE email listservs and mailing lists, assist with the production and distribution of MCEE publications, and assist with the Charities Review Process (every three years) and GuideStar (yearly). 2. Grant and Fundraising Support (20%) Code all incoming gifts per accounting procedures. Manage donor tracking and acknowledgements, including the creation and mailing of thank you letters for all contributions. Plan and execute fiscal-year-end and calendar-year-end fundraising mail and email (MailChimp) solicitations. Review proposals, reports, letters and other documents for accuracy and clarity as requested. Manage the development tracking system by updating documents and communicating with the ED as needed regarding upcoming deadlines and potential funders. Generate development, donor, and grants reports on a scheduled or as needed basis for a variety of audiences. Maintain the donor database - Giftworks. 3. Financial Reporting and Bookkeep ng Support (20%) Serve as staff lead for MCEE's accountant, submitting the required financial documents. Initiate and implement donor gift and check deposit procedure per internal protocol. Create, manage, and maintain a file system for working with external auditors and accountant. Receive, code and process invoices, mileage reimbursements, stipends, and check requests. Monthly, collect receipts for items purchased through Visa and process; run reports in the University Enterprise Financial System (EFS); review bank statements and reconcile with checking and savings register, and code any relevant transactions; and, update checking and savings register with fees and interest, scan, save and send documents to accountant and ED. Quarterly, work with ED and APEC Accounting to determine how much money we owe the EFS system and process the payment; collect investment statements, scan, save and send to accountant; and reconcile individual and institution contributions with accountant. Yearly, assist with tasks related to closing books at the end of each fiscal year. Assist with annual audit and IRS 990. Provide the auditor with the requested documents during pre-audit and fieldwork in the office and during 990 preparation. Assist in preparation of 1099s. Assist with creating the annual operational budget as requested. Assist with updating program budgets. 4. Program Execution Support (15%) Arrange logistics for programs and events as requested: reserve space; order refreshments; and order supplies. Process instructor payments. Record requests for travel scholarships and stipends, and process checks. Assist in the creation and distribution of the MCEE Annual Report. Provide support with event preparation and management. Attend and help staff at events. REQUIRED QUALIFICATIONS: High school Diploma/GED and four years of related office experience. Post-secondary education and relevant experience may be substituted for some of the years of experience. Computer experience required. DESIRED QUALIFICATIONS: Skilled at effectively balancing multiple tasks and working independently to meet deadlines. Ability in attention to details. Willingness to propose innovative solutions to strengthen outcomes. Affinity for navigating new and changing technology. Experience in data management, bookkeeping, event planning, and report writing. Excellent writing skills. Motivation to grow within role and organization. SALARY AND BENEFITS: Salary is competitive and commensurate with experience and qualifications. Fringe benefits include employee health, dental, social security, retirement, and opportunities for promotion and professional development. University of Minnesota employees are eligible for tuition scholarships from 75-100% for undergraduate, graduate, and professional programs. These benefits are summarized at the following website: https://humanresources.umn.edu/find-job/benefitsattheu STARTING DATE: Negotiable upon offer. Work Hours: Office hours are generally 8:00 a.m. to 5 p.m, but can be flexed by agreement. A hybrid work arrangement is negotiable and approved at the discretion of the Executive Director. The MCEE... For full info follow application link. 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.