Extension Regional Office Administrative Assistant (Farmington)

Bargaining unit consideration begins 11/09/2026 and closes 11/16/2026.

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, in-person position with some flexibility.

Apply by: November 19, 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 the employee greets and assists 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.

• Attend finance training and function team meetings bi-weekly
• Identify problems and offer solutions to help resolve financial practices impeding effective and efficient operations
• Reinforce messages regarding University and Extension financial policies and procedures
• Maintain and monitor program account strings (chart of accounts)
• When applicable, reconcile, validate, and verify financial transactions on sponsored and non-sponsored accounts
• Serve as a Chrome River navigator for employee expense reimbursements
• Process non-employee expense reimbursements and submit TDX (work) ticket
• Work with a team of financial support staff to monitor and process Smartsheet (work ticket) entries
• Request setup of suppliers when applicable
• Initiate paperwork for payments (e.g., invoice, stipend, honorarium, single payment, special check requests, payments, wire transfers, invoice requests, certificates of insurance and paperwork for revenue/expense transfers to correct charges)
• Prepare, process, and track agreements (e.g., facility use and lease, external sales, purchasing, collaboration, and forms)

Provide place-based financial support:

• Use a purchasing card to make purchases (e.g., conference registrations, supplies, meeting catering, and room reservations)
• Prepare deposits for Extension programming, refunds, and other income received
• Prepare UMarket shopping carts for Regional Office
• Check out credit card machine, compile related paperwork, and forward to regional merchant manager

• 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 pickup, bills paid, tent pickup, equipment returned, deposits returned, evaluations submitted, certificates printed and mailed, etc.

• Greet in-person 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

• High school diploma/GED and 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
• Proven internal customer service experience within an office environment

• 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
• Familiarity with University-based financial systems.
• Experience preparing financial reports, gathering information, and managing data
• Experience using and helping others with expense management software
• Experience with contracts for professional services, facility use, and external sales
• Intermediate-level experience developing and using spreadsheets

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: Civil-Service & 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

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 be given 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 jobcentr@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.

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.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.