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Monday, April 25, 2016

University of Minnesota - Parking and Transportation Service - Program/Project Specialist

Minimum Qualifications
  • High School Diploma/GED and five years of experience related to program/project implementation and/or management.
  • Experience successfully coordinating and/or implementing large programs, initiatives and/or projects.
  • Experience working in and providing support for a complex administrative office environment for a senior executive.
  • Experience working in a large, complex, highly decentralized organization.
  • Computer experience, including Microsoft Suite or a similar software, with the ability to create graphs, charts, and reports; and familiarity with Google Applications or other calendaring systems.

Preferred Qualifications
  • Relevant administrative experience to total five years.
  • Experience in a fast paced, service oriented, teamwork driven environment.
  • Possess demonstrated conflict management and problem solving skills.
  • Demonstrated ability to work independently.
  • Demonstrated ability to motivate and influence others to action.
  • Proven ability to accurately, effectively and efficiently deliver customer friendly service to internal and external customers and audiences.
  • Demonstrated integrity, flexibility, and dependability. 
  • The proven ability and commitment to foster a respectful workplace environment that seeks and values diversity.
  • Proven record of maintaining discretion and confidentiality.
  • Demonstrated excellent written and verbal communication skills, including the ability to listen well and work effectively with diverse groups.
  • Demonstrated excellent time management and organization skills; ability to multi-task and prioritize tasks to meet deadlines.

About the Job


This position is covered by the AFSCME Clerical Union. Union/Fair share deductions may be made.
Pay range: $34,424 - $57,616
Description of Position
  • The Program/Project Specialist (Executive Specialist) is responsible for overseeing and coordinating programs, initiatives and projects for Parking & Transportation Services.  This position plans and coordinates administrative programs and initiatives; researches and gathers data for projects and/or reports; develops and executes programs within designated budgets; serves as a communication liaison with internal and external constituents; and provides administrative support for Parking & Transportation Services.
  • This position also provides support, as requested, for members of Parking & Transportation Services’ senior leadership team. 

Responsibilities

55% Administrative Duties
  • Develop and maintain administrative processes, procedures and systems including electronic and manual tracking and filing systems for Parking & Transportation Services.
  • Schedule meetings and events for PTS, and as directed with U-wide senior administrators, departmental contacts and external constituents.  Coordinate and manage multiple calendars, including the Director’s calendar.  Interact on a daily basis with PTS leadership and executive offices throughout the University.  Compose agendas and summaries.
  • Provide staff support for departmental and U-wide committees and work groups, including search committees, as requested.
  • Answer questions related to PTS administrative policy, respond to or initiate inquiries, and explain policies and procedures.
  • Support Parking & Transportation leadership in meeting their goals and objectives as requested.
  • Maintain discretion and confidentiality.
  • Handle complex communications, both verbally and in writing, on behalf of PTS leadership, as requested.
  • Resolve issues and problems independently, as appropriate. Identify areas of improvement and make recommendations.
  • Investigate and develop responses to complicated, complex and/or sensitive inquiries, requests and issues.
  • Conduct research for reports, documents, publications and/or special projects.
    • Gather, compile and review data. Assist with departmental data requests.
    •  Review data parking and transportation related information.
    •  Compose or assist in writing report results and graphing.
  • Draft and prepare reports, graphs, manuals, presentations and correspondence /memoranda, maps/promotional materials including items for PTS, University governance, University senior executives and Board of Regents meetings.
  • Other duties as assigned.
30% Program and Project Support
Assist the Administrative Services Manager with effective planning, implementation (including establishing and convening work teams), communication and coordination, evaluation of, and reporting on Parking &Transportation Services-wide programs, initiatives and projects. Specific programs/initiatives/projects include the following:
  • Coordinate and oversee Parking & Transportation’s use of U Learn for annual performance appraisals.
    • Assist in the development, planning and implementation of Parking &Transportation Services annual effort related to customer service recognition.
    • Coordinate and align Parking & Transportation Services wellness efforts with Auxiliary Services and overall University programs and efforts.  Produce a wellness newsletter and regular communications plan.
    • Coordinate Parking & Transportation Services efforts associated with Auxiliary Services/ University employee engagement efforts, including the Employee Satisfaction Survey. 
    • o Plan and coordinate Parking & Transportation Services annual Community Fund Drive efforts.
    •  Assist in the planning and coordination of departmental comprehensive operational reviews.
    • Assist in the development, planning and implementation of Parking & Transportation Services diversity and respectful workplace training and educational initiatives.
    • Assist in the development, planning and implementation of departmental training.
    • Assist in the planning, coordination and implementation one-time special projects, as requested.
    • Assist with the annual staff compliance processes, such as year-end signature processes.


15% Customer Service
  • Provide high quality customer service to the PTS, the University community and beyond.
  • Support Communications and Marketing area.
    • Assist to PTS Communications area as requested.
    • Assist with the design and production of customized maps, promotional material, forms, newsletters and other written and electronic communication for the department.
    • Assist with regular departmental Website updates.
    • Assist in the development and operation of the PTS Transportation Coach initiative.
       

About the Department

Parking & Transportation Services (PTS) is a self-supporting unit of the University of Minnesota within Auxiliary Services.  The department  is responsible for the administration, operation and maintenance of reliable and efficient transportation services on the Twin Cities campus including transit, parking, fleet, streets, walkways and way-finding.  PTS supports alternatives to the single-occupant vehicle and promotes programs to encourage the University community to walk, bike, carpool, or take the bus.  The department handles compliance documentation for all University vehicles or licensed equipment and administers the fuel credit card, vehicle insurance and safety, and employee driver training programs.

PTS Mission
Facilitating safe and effective integrated transportation systems that provide services for pedestrians, bicycles, transit and vehicles.

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 Activities" page and uploading documents there.

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.

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.

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