Extension Regional Office Administrative Assistant (Farmington, MN)

Bargaining unit consideration begins 7/21/2026 and closes 7/28/2026. This position is located in Farmington, MN.

Working Title: Extension Regional Office Administrative Assistant

Classification: Executive Ofc and Admin Spec (job code 1885), AFSCME represented

Pay Range: $24.33 - $30.69/hour; depending on qualifications

Appointment: Full-time, 40 hours a week (100% time)

Office location: Farmington Regional Extension Office (Farmington, MN); This is an in-office and in-person position, with flexibility.

Apply by: August 9, 2026

This is a vital administrative support position that is key to the daily program and administrative office operations of the Extension Regional Office, which supports regional and statewide program delivery. They interact frequently and collaboratively with other Extension regional and county office staff across the region and state.

This position is located in the Extension Regional Office in Farmington, Minnesota. Work is performed in a regular office environment and often involves working at the front desk, where they greet and assist visitors. During the first 12 weeks, the employee works in the office each day; after that, a flexible option is available. Will drive on short errands. May work at alternate work sites, including event spaces where conferences or workshops are held, as well as outdoor settings with varying weather conditions.

The work hours are 8:00 am to 4:30 pm, with occasional requirements for evening, weekend, and overtime work.

• Manage the volunteer screening and rescreening processes, including tracking applications, background checks, orientation, Safety of Minors training, and re-enrollments.

• Communicate what screening materials are needed to applicants and staff

• Assist the Extension educator (and county support staff when applicable) in screening volunteers

• Train county program and support staff in volunteer screening management process and roles

• Maintain volunteer database accurately and in a timely manner

• Track completed volunteer training

• Generate accurate and timely reports at the direction of the Extension educator

• Assist the Volunteer Systems Extension educator with volunteer communication materials

• Participate in work-related training and other business of the program

• Meet with an educator(s) from the event/project planning team to understand the support needs and timeline.

• Organize tasks, track and adhere to timelines, and communicate progress and changes with the planning team in a timely manner

• Submit and track work requests that require specialized support from other teams such as communications, finance, data support, and online registration

• Find, request quotes, and suggest appropriate vendors based on applicable policies and program teams' criteria

• Coordinate the rental/purchase, delivery, setup, and return of necessary equipment, such as a sound system, chairs, canopies, portable toilets, etc.

• Monitor registration and run reports for attendance and other data needed for planning

• Ensure post-event details are attended to - garbage pick up, bills paid, tent pick up, equipment returned, deposits returned, evaluations submitted, certificates printed and mailed, etc.

• Greet walk-in traffic, answer phone calls, and respond to inquiries and online communication

• Maintain equipment, including loaner inventory, workroom, office supply inventory, office mail, and make necessary purchases.

• Work with vendors, including obtaining estimates for office supplies, equipment, and services

• Assist with scheduling and maintaining shared office spaces and meeting rooms

• Maintain documents related to office operations and policies, including the staff directory, office space map, evacuation procedures, etc.

• Maintain the filing system for historical records and disposal, civil rights, etc.

• Orient new and existing employees on office equipment and practices (i.e., mail, keys)

• As requested, assist with projects and events; this may include making copies, arranging for food, securing a venue, or other logistics tasks

• Use a purchasing card to make purchases (e.g., conference registrations, supplies, meeting catering, and room reservations) and reconcile the P-card

• Prepare deposits for Extension programming, refunds, and other income received

• Check out the credit card machine and compile the related paperwork to forward to the regional merchant manager

• Collect employment paperwork for local and regional employees

• Four years of experience in an office setting and/or a combination of relevant experience and post-high school education, and/or training to include:

  • Advanced experience with Microsoft (Word, Excel, etc.) and Google Suite applications (Google Docs and Sheets, Google Drive, etc.) and internet browsers and searches

  • Experience formatting, drafting, or writing routine to complex correspondence, reports, and meeting materials

• Ability to work with all populations and in all communities

• Excellent written and oral communication skills

• Skilled at working with details, managing workflow, and meeting deadlines

• Customer service experience

• Valid driver's license and access to a vehicle with required insurance, to conduct day-to-day business, including bank deposits, the post office, picking up food for meetings, etc.; may also travel to provide on-site support for events

  • Reimbursement for travel and subsistence is available in accordance with University policy

• Must have reliable internet if/when working outside of assigned office location

• Must be able to work regularly at a dedicated/assigned Extension Office

• Working ability to perform tasks involving prolonged work on a computer, and lifting, carrying, bending or twisting with occasional exertion of up to thirty pounds of force

• Expert-level customer service skills for internal and external audiences, including in person, over the phone, electronically, and virtually
• Excellent organizational skills: including electronic filing and coordinating small events
• Experience supporting more than one professional at a time and prioritizing work
• Excellent problem-solving skills
• Experience making purchases and deposits
• Experience handling sensitive/confidential information

• Experience planning or assisting with planning large events

• Experience troubleshooting and solving technical software/online system problems

• Experience with datasets, managing contact information and mail merges.

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. Find further information on the Extension website.

Pay Range: $24.33 - $30.69/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

While our salary ranges provide a framework, it is important to note that most of the
time, the initial pay may not reach the maximum of the range. This approach ensures
that compensation reflects the value and unique contributions of each candidate while
maintaining equity within our organization. As part of our commitment to fair and
equitable compensation, please be aware that the salary offered to incoming candidates
will be based on their individual credentials and experience.

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 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 employ@umn.edu or call (612) 624-8647.

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.