**Salary range for this position is $52,000 - $75,000 annually; depending on qualifications and relevant experience.**
Strategic Planning: Partner with the chair/director to make recommendations for strategic planning and to set priorities and achieve the best use of unit resources (i.e., operational budget, human resources, and space) to meet instructional, research and administrative needs. Coordinate External Reviews of unit, and if applicable, Accreditation Reviews. Serve as Chief of Staff, coordinating all aspects of unit management.
Liaison: Build collaborative relationships while serving as the unit liaison on behalf of chair/director, faculty, staff, and students with CLA, other University and outside entities. Work with chair/director and faculty to establish and maintain important external relationships with professional, academic and community partners. Coordinate data collection for responding to internal and external surveys. Work with the chair/director to develop external communication strategies, priorities and messages.
Curriculum: Serve as curriculum manager. Plan annual curriculum in consultation with chair/director, DUS and DGS in accordance with classroom scheduling policies. Prepare and recommend undergraduate and graduate curricular offerings to the unit’s Curriculum Committee. Collaborate with faculty on course development and long-term curriculum development. Manage ECAS/ECS course entry. Track course releases. Identify instructional funding needs and ensure funding is efficiently spent. Coordinate Council of Liberal Education (CLE) and Student Learning Outcomes (SLO), track activities and update processes.
Collect and analyze detailed course scheduling, enrollment and instructional cost reports so that curriculum committees in the unit can most efficiently modify curricular plans.
Graduate Assistants/Instructors of Record: Using a complex formula of: course enrollment, budgetary resources and staffing resources, assign all teaching assistants and instructors for the academic year and summer session. Manage Intersections entry for graduate assistantships and all graduate payroll processing.
Manage/oversee Teaching Assistant Training and Intersections entry for graduate assistantships. Mentor and coach graduate instructors and teaching assistants. Mediate employment related disputes. (30%) _________________________________________________________________
Office Management: Manage all aspects of daily unit operations, including policy and procedure development and implementation. Determine and allocate resources by monitoring staff duties and adjusting workloads as needed. Develop annual calendar, set deadlines and priorities. Initiate, identify and manage projects.
Space/Facilities: Coordinate space planning, allocation, and reporting. Work with facilities on emergency plans.
Implement physical changes and additions to space and equipment. Coordinate computer inventory/replacement program. Sign off on computer/equipment purchases.
Ensure equipment is maintained and inventoried.
Communication: Develop, organize and supervise unit communication (web, social media and print). Monitor and update unit web presence.
Event Planning Ensure unit events involving faculty, students, alumni, donors and the broader community are welcoming for all attendees. Oversee event details/logistics.
Graduate Programs - if applicable Serve as a resource for the DGS and chair/director in interpreting and implementing University policies regarding graduate students and developing unit-level policies. Advise DGS and chair/director on financial packages offered to incoming graduate students. Coordinate disbursement of graduate student financial support, process appropriate payroll appointments, tuition and health insurance payments. (25%) __________________________________________________________________
Fiscal Oversight: Advise and assist chair/director on fiscal issues related to funding, budget priorities, strategic planning and annual budget.
Responsible for fiscal activities including budgeting, managing expenditures and forecasting, and, for some administrators, preparing transactional documents.
Operational Budget: Coordinate the development of annual operation budget with chair/director, Executive Committee, and senior accountant, as appropriate.
Direct ongoing budget activities through coordinated effort with the College, the University Foundation (UMF), the Office of Research Administration and Technology and other campus units. Advise chair/director on the budget process. Monitor monthly and/or quarterly reports for consistency in spending plans. Review and sign off on bi-weekly payroll abstract. Research and resolve payroll issues.
Grants: Oversee, administer and monitor grants through close communication with the senior accountant. Support faculty research activities. Provide pre- and post-award sponsored funding assistance. Serve as liaison to SPA. Provide consultation and assign resources for the conduct of research.
Endowments: Coordinate unit development, donor relations, and outreach activities with the collegiate Office of Institutional Advancement, UMF and University Relations. Identify topics with potential for regional and national media outreach. Coordinate production of annual development/alumni magazine. Support alumni outreach. Oversee events that involve alumni and donors. Manage projections, spending plans and scholarship/fellowship awards.
Work with fiscal team on all the above. (25%) ____________________________________________________________________
HR & Supervision: Serve as the unit contact for civil service, labor represented, P&A, graduate and undergraduate personnel. Supervise office staff. Includes full supervisory authority for developing job descriptions and performance standards; coordinating searches; hiring; training; orienting; assigning, monitoring and adjusting workloads; problem-solving; disciplining; terminating and settling grievances.
Serve as the primary unit expert for chair/director, faculty and staff on University and College policies and procedures involving promotion and tenure; award dossiers; faculty and staff searches; sabbaticals; single semester leaves; EOAA, FMLA; annual review of probationary faculty; annual report of outside professional activities and business procedures. Interpret, develop and implement unit policies and procedures. Manage tracking of all leaves and reporting to CLA.
Prepare and process Visa applications and extensions for international employees and graduate students. (20%)
--A bachelor's degree and at least four (4) years of administrative management experience, or a combination of education and related professional administrative experience totaling eight (8) years.
--At least two (2) years of direct supervision of staff.
--Experience with two (2) or more of the following: recruitment and selection, performance management, project management, or fiscal management.
--Experience providing assistance and guidance to unit leadership in a higher education setting or at a nonprofit organization.
--Advanced training in finance, business, human relations or a related field.
--Administrative experience at the University of Minnesota or in a higher education setting providing assistance to the department chair or director of an academic department.
--Experience with PeopleSoft, EFS, CCS and/or ECAS, or similar HRMS or financial systems.
--Ability to prioritize multiple complex tasks, delegate assignments as appropriate, and follow through to ensure completion of activities in a fast-paced environment with deadlines and interruptions.
--Demonstrated creativity and attentiveness towards business and staff needs while maintaining a high level of discretion, integrity and confidentiality.
--Knowledge of, and the ability to, interpret and apply sound business principles and policies.
--Ability to evaluate, analyze, and interpret vast amounts of information, identify problems, recommend solutions, and implement the preferred course of action.
--Experience and/or commitment to working with a diverse population.
--Excellent verbal and written communication skills, including the ability to communicate effectively with diverse constituencies.
--Ability to take initiative and work independently.
Internal Number: 328167
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.