Project Assistant Jobs in Stillwater, MN (NOW HIRING)

Bargaining unit consideration begins 8/3/2026 and closes 8/10/2026.

Working Title:            Project 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); Funded through June 30, 2028, with potential for continuation dependent on program needs, performance, and future funding

Office location:         Any University of Minnesota Extension Regional Office or St. Paul campus; This is an in-office and in-person position, with flexibility and with a minimum of 2 days/week in office.

Apply by:                   August 23, 2026

The Project Assistant supports grants and projects for Regional Sustainable Development Partnerships (RSDP), in particular Clean Energy Resource Teams (CERTs) and Sustainable Agriculture and Food Systems projects. This administrative position is responsible for preparing documents, handling administrative requirements, tracking benchmarks and deliverables, and organizing systems to support the successful application, implementation, execution and completion of grants and projects.

This position can be located in a variety of University of Minnesota Extension offices around Minnesota or on the St. Paul campus. This is an in-office and in-person position, with flexibility, with expectations of at least two days/week in a designated office and potential for some flexibility.

This position will work primarily during typical business hours on weekdays. Exact work schedule will be negotiable. Occasional evenings and weekends are required, and 2-4 overnight stays are required over the year. 

• Track deliverables and reporting deadlines for numerous active projects
• Maintain data systems about grants and projects that track start dates, end dates, benchmarks and additional critical information
• Prepare and provide reports on progress of projects, deliverables and other project-related outputs as scheduled and/or requested
• Serve as the primary point person for project managers and program directors seeking updates on the status of grant-related administrative tasks.
• Provide administrative support for the development of funding proposals by tracking requirements and deadlines, tracking progress, following up with partners on required elements of the proposal, and assembling the pieces as they are completed.
• Communicate with colleagues and partners to coordinate efforts to meet project deadlines and fulfill project deliverables.
• Proactively anticipate and troubleshoot potential bottlenecks in project timelines.

• Prepare required documentation for initiation of new projects and contracts with external partners and funders.
• Manage incoming project invoices and approvals through communication with partners and execution of University processes.
• Coordinate and track communication with external partners to streamline administrative steps and ensure timely responses.
• Perform other related financial administrative tasks and communication to support the accurate and timely tracking of project or grant expenditures.
• Collaborate with colleagues to identify better ways to achieve end results and streamline administrative workflows.
• Monitor CERTs and/or SAFS departmental email(s) daily, and ensure appropriate follow-up.
• Maintain up-to-date and accurate documents.
• Manage project-related communication lists and databases.

• Maintains CERTs job board, the CERTs events calendar, and other online information sources by sourcing and updating relevant openings and listings.
• Support project management systems by helping staff navigate software platforms, troubleshooting technical issues, and improving workflows to prevent delays. 
• Maintain and assist with organizing shared files structures, folders, and documents (e.g. Shared Drive folders and filing systems).
• Additional related duties as assigned.

• High School Diploma/GED and four (4) years of closely-related professional experience
• Experience must include:
  • Organizing and tracking complex administrative responsibilities, ideally related to grants and contracts
  • Demonstrated ability to effectively manage moving parts for numerous projects and multiple deadlines simultaneously
• Exceptional organizational skills, strong accuracy, and attention to detail
• Advanced proficiency in Google Workspace (Drive, Gmail, Docs, Sheets)
• Proficiency in project management software
• Excellent customer service skills, including "polite persistence" when following up on requests.
• Excellent verbal and written communication skills
• Strong ability to work independently, prioritize urgent tasks, and determine who needs to know what.
• Valid drivers license and access to a vehicle with required insurance. Must be able to drive 150 miles occasionally as well as travel with 2-4 overnight stays are required over the year.
  • 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 attend in-person meetings in various types of buildings and outdoor environments.
• Must be able to push, pull, carry and/or lift up to 20 pounds occasionally.
• Must be able to work on a computer for prolonged periods of time.

• Experience with the administrative lifecycle of grants and sponsored funds, including setting up contracts, financial administration, tracking deliverables, and reporting cycles.
• Experience in Monday.com or similar project management software
• Experience improving administrative workflows and implementing more efficient ways to organize files or track data
• Strong problem-solving skills
• Ability to serve as a liaison or coordinator within and between different work teams
• Proven ability to work in team environment

The University of Minnesota Extensions Regional Sustainable Development Partnerships (RSDP) brings together community and University knowledge and resources to drive sustainability in four focus areas: agriculture and food systems, clean energy, natural resources and resilient communities. We support multi-region clean energy programming as a partner of Clean Energy Resource Teams (CERTs). CERTs connects individuals, organizations, and their communities with the resources they need to identify and implement community-scale energy efficiency and clean energy projects, including energy efficiency, renewable energy, and beneficial electrification.

RSDP also supports multi-region food systems work across Greater Minnesota and local projects through five regional boards made up of community members and University faculty and staff. These projects foster innovation, deepen understanding and build relationships that empower Greater Minnesota communities to advance their future sustainability. Across RSDPs work, the Partnerships strive to advance diversity and inclusivity, recognizing and understanding the issues to be intertwined with sustainability. Find out more about RSDP at https://extension.umn.edu/regional-partnerships.

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.