NRRI Executive Office and Admin Specialist

: Required Qualifications:

• High School Diploma/GED and four years related office experience. Training/education may be substituted for some of the years of experience.
• Requires knowledge and/or demonstrated ability needed to perform general office tasks.
• Computer experience with skills in navigating web-based tools, word processing, and spreadsheets.

Preferred Qualifications:

• Experience managing and prioritizing multiple tasks.
• Demonstrated ability to work independently and as part of a team with minimal supervision.
• Demonstrated interest and skill with proactively improving work processes.
• Demonstrated skills with the Microsoft Office suite and Google Suite.
• Proven ability to present professional demeanor and appearance and to be punctual and dependable.
• Proven ability to effectively and professionally communicate both verbally and in writing, including excellent spelling and grammar.
• Proven interpersonal skills and ability to interact effectively with staff and external stakeholders.
• Science writing experience.

This position will work as part of the NRRI Administrative and Archiving team. The position is part of the NRRI central admin team and will be an integral member of the administrative staff assisting others with a variety of administrative duties. This position is part of an ongoing effort not only to preserve important materials but also to pare down our massive accumulation of materials that have lost their administrative value and/or have been superseded by updated materials. The position supports NRRI researchers with report/manuscript editing, finalizing, and submission. Job Duties:

NRRI archiving: 40% Tasks include:

• Reviewing individual collections to determine items that should be retained.
• Work with NRRI research staff to evaluate accumulated physical materials including files, collections, and samples.
• Discard and/or recycle items that are no longer needed.
• Scan paper items to digital files.
• Tag and store physical items.
• Research possible options for unwanted collections.
• Maintain database to track project processes and progress.
• Saving reports, papers, newsletters, etc. to NRRI files.
• Maintain electronic files, manage Google Drive files for NRRI Central for University retention standards.
• Work with IT and research leadership to improve knowledge management at

NRRI. Tasks could include how to capture knowledge before employees leave NRRI, how to improve search tools for papers/reports beyond standard Google search tools and consider how to use AI tools to improve knowledge management.

• Implement 5S (Sort, set in order, Shine, Standardize, Sustain) principles throughout the organization, Develop and manage an auditing system to assess 5S compliance, provide training and guidance to staff to encourage 5S adoption.

Administrative duties: 35% Tasks include:

• Create and finalize forms, templates, and other materials. (Google forms)
• Assist the Central Operations Directors and Managers.
• Training data entry and database management. Track when refreshers are required and manage a training calendar.
• Manage the Visitors and Contractors Safety Training System. This involves database entries and sending out updates when refreshers are required.
• Assist with the prescription safety glasses and safety footwear programs. Track employees, take care of the billing, and oversee the process.
• Assist with scheduling hearing tests and respirator fit tests and ensuring records are properly maintained with the university.
• Assist in billing related to work-related medical surveillance (respirators, immunizations, work-related clinic visits).
• Oversee safety signage on lab doors. Including required PPE and hazard pictograms.
• Manage the PPE exception process. Track which PPE is required in each lab.
• Follow up on hazards reported and implement changes related to facilities.
• Ensure all office and lab spaces comply with OSHA and building code requirements.
• Travel Arrangements and Chrome River Reimbursements.
• Back up-front desk staff - General Receptionist and Clerical Duties (Greet and assist visitors, callers, and employees; answer and direct incoming calls on multi- line phone; sort and distribute mail; receive record and distribute packages; update greeting board and presentation monitors; sell daily parking permits to visitors and guests; assist with shipments, forklift requests and other duties as assigned.
• Assist with Space cleanup and setup for offices, labs, etc.
• Serve on NRRI committee/s and taking of notes as needed
• Special Projects
• Other duties as assigned

Editing: 25% Tasks include:

• finalize technical reports and journal articles prior to submission to funders and other stakeholders.
• read/review reports/manuscripts, check for errors and consistency
• reconcile literature cited with list of references, conduct online search to locate missing references, check accuracy of references
• research/review/format materials according to submission requirements
• add publication to reports archives, distribute as needed
• create and maintain reports tracking databases
• Maintain/update publications pages of NRRI website.

The Natural Resources Research Institute was established by the Minnesota legislature in 1983 as an applied science and engineering research organization to inform state citizens and decision-makers while leveraging the power of the University of Minnesota. NRRI is guided by the forward-looking charter provided by the Legislature to foster the economic development of Minnesota's natural resources in an environmentally sound manner to promote private sector employment.

NRRI's mission is to deliver integrated research solutions that value our resources, environment, and economy for a sustainable and resilient future. We are a mission-driven, project-focused team working to create opportunities for natural resource stewardship. With industrial-scale facilities in Duluth and Coleraine, MN, NRRI works across five strategic research platforms. These platforms address Minnesota's soil, forest, water, and mineral resources:

• Applied Ecology and Resource Management
• Minerals and Metallurgy
• Materials and Bioeconomy
• Data Collection and Delivery
• Commercialization Services

Job open date:11/28/2025

Job close date: 12/15/2025

Salary Range: $45,427-$68,161

Applications must be submitted online. Applicants are required to complete the online application for the position and must 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 [email protected] or call (612) 624-UOHR (8647).

If you have started receiving retirement annuity payments from the Minnesota State Retirement System (MSRS) or Public Employees Retirement Association (PERA) your eligibility for this position may be impacted. Please contact OHR Benefits at 1-800-756-2363 for more information.

Veterans and individuals from underrepresented groups are encouraged to apply.

The University of Minnesota is an Equal Opportunity Educator and Employer.

***Smoking and chewing tobacco and the use of electronic cigarettes is prohibited on all UMD property, including indoor facilities, campus grounds and University vehicles.***

***THIS IS AN AFSCME TECHNICAL BARGAINING UNIT POSITION***

Applications from current AFSCME Employees must be submitted by 12/14/2025 for bargaining unit consideration. External candidates may submit applications during this time, but applications will only be considered after the AFSCME bargaining unit consideration date.

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:

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.