The Chief of Staff reports directly to the Associate Dean for Undergraduate Education and is a member of the Associate Dean’s leadership team. The COS serves as the primary support person and advisor to the Associate Dean regarding high level administrative leadership matters and the Office of Undergraduate Education (UGE) initiatives. This includes cooperation with the Associate Dean on a wide range of confidential, complex and sensitive executive and administrative duties required to direct the largest administrative unit of the college. The COS plays a key role in developing, implementing and assessing all aspects of UGE’s strategic plan, coordinating leadership team and steering committee meetings and agendas, and managing and supervising fiscal and human resources. The COS develops and enhances key partnerships in Undergraduate Education, academic departments and with campus colleagues. They will maintain a portfolio of unit-wide leadership responsibilities driven by key strategic objectives and evolving student and staff needs. The COS contributes to all aspects of UGE including academic advising & student services; office of student experience; career services and career readiness initiative; curriculum; application development and data analytics; communication, recruitment, scholarships and awards; diversity, inclusion and equity programs and initiatives; individualized degree programs; and learning abroad initiative. Successful candidates will be compassionate and confident leaders with a positive attitude, exceptional work ethic, and enthusiasm for the undergraduate experience, strong collaborative abilities, and a record of professional accomplishments in project management and administration.
The Office of Undergraduate Education (UGE) staff includes 116 full time staff, 50 student employees and 150 First-Year Experience section leaders. The unit serves all 14,000 undergraduates in the college and direct instruction of 2500 incoming freshman each academic year through the First Year Experience course. UGE has an annual budget of $11M and provides key decision making and management of $39M in instructional resources for the college.
1. STRATEGIC PLANNING & MANAGEMENT FOR OFFICE OF UNDERGRADUATE EDUCATION 25% • Develop plan and coordinate the strategic administrative operations (budget, human resources, facilities, technology) of UGE within the context of the diversity, inclusion and equity plan and the college’s goals and initiatives. • Develop UGE’s strategic planning process including the development of planning documents and budget proposals and related UGE staffing structures in consultation with the Associate Dean and the leadership team. • Operationalize the development and implementation of new initiatives and realignment of existing programs being mindful of UGE’s diversity, inclusion and equity priorities. Make related budget and staffing decisions and requests. • Provide leadership to the staff of UGE and foster a professional and positive working environment that promotes a sense of belonging. • Direct projects and initiatives, facilitate effective cross-functional teams, and continuously improve policy and processes that cross all of UGE. • Anticipate and identify issues, research, analyze and compile information and data to inform decision-making. • Advance key unit projects and initiatives in alignment with the strategic plan of the College of Liberal Arts (Dean’s Roadmap).
2. COORDINATE PRIORITIES OF ASSOCIATE DEAN 25% • Populate and maintain the Associate Dean’s work plan; complement the Associate Dean in anticipating, initiating, coordinating and facilitating unit needs. • Support the Associate Dean in facilitating communication across the unit, college and University. • Develop high-level briefings and draft reports and correspondence on behalf of the Associate Dean. • Conduct daily support meetings as needed. • Represent the Associate Dean as a member of the unit, college, and campus committees. • Coordinate meetings of the Associate Dean’s Leadership Team and the UGE Steering committee, which includes key leaders from all UGE offices. • Coordinate the meeting agendas, orientation and communications for the Directors of Undergraduate Studies (faculty) in the college. • Represent the Associate Dean and/or the Office of Undergraduate Education as needed to the college/University community, address problems/resolving conflicts, serve as key liaison between the unit and collegiate departments and outside stakeholders. • Field and respond to requests to the Associate Dean and coordinate interactions with the Associate Dean, managing referrals and following up with inquiries. • Act independently and make judgment calls on behalf of the Associate Dean as appropriate.
3. HUMAN RESOURCES 20% • Act as liaison with collegiate and University human resources for UGE 116 full time staff, 50 student employees and 150 First-Year Experience section leaders. • Act as the UGE point person for staff development. • Serve as primary unit expert for Associate Dean and staff on University and college policies and procedures involving promotion, searches, annual reviews, merit increases, in-range adjustments, and EOAA and FMLA. • Ensure promotion of diversity, inclusion and equity job descriptions, postings, search processes and performance reviews. • Guide hiring authorities and search committees through process of posting, recruiting, evaluation candidates and hiring new staff. • Direct UGE’s leadership team to ensure development, implementation, and delivery of new employee orientation and ongoing training with UGE being mindful of learning styles and varying needs of new staff. • Advise Associate Dean of staffing needs and necessary personnel actions. • Oversee fair and equitable human resources management processes for UGE including recruitment, hiring, employment contracts, training, on-boarding, compensation, performance management, leaves, terminations, promotions, reclassifications and retirements.
4. FINANCIAL MANAGEMENT AND BUDGET 20% • Advise and assist Associate Dean on fiscal issues related to funding, budget priorities, strategic planning and annual budget. • Coordinate the development of annual budget with Associate Dean, leadership team and senior accountant. • Manage and monitor budgets of the Associate Dean’s office and work with leadership team members on individual budgets providing regular updates to the Associate Dean. • Assist Associate Dean with the development of annual budgets and budget proposals, including implementation of merit increases for P&A and Civil Service staff, and modeling budget reduction options, while recognizing the diversity, inclusion and equity priorities of UGE. • Direct UGE’s fiscal activities, including long-range fiscal planning and payroll management. • Supervise administrative support staff in monitoring of budgets. • Oversee the management and maintenance of UGE’s physical facilities. • Oversee use of space, related equipment and allocation and maintenance of capital equipment.
5. OFFICE ADMINISTRATION AND OPERATIONS 10% • Supervise 3 FTE direct reports; the administrative support staff (Bargaining Unit) in the Associate Dean’s office and budget office (one Civil Service and one Bargaining Unit) and provide leadership, direction and professional development opportunities. • Oversee office staffing structures to ensure cohesion and cooperation in support of the daily operation of the Associate Dean’s office and the other UGE offices. • Has and continually seeks the knowledge, skills, openness, awareness, respect, and willingness to learn about the diversity each staff member brings to their work. • Lead UGE staff in implementation of annual commencement ceremonies and college day activities including recruiting staff to work and other logistical details.
Required Qualifications: • Bachelor’s degree in liberal arts or relevant field. • At least six years of progressively more responsible administrative work experience that includes supervisory, budget, or human resource management. • Demonstrated ability to function effectively and collaboratively with multiple stakeholder groups within a large, dynamic organization. Evidence of ability to work cooperatively with administrators, faculty, staff, students, students' parents, and the public. • Experience connecting a variety of types of data and information in planning and budget development • Evidence of self-initiative, independence, sound judgment, discretion and confidentiality, and high level analytical skills. • Demonstrated effectiveness supporting principles of equal opportunity, diversity and inclusion including experience supporting students and staff with varying identities and backgrounds.
Preferred Qualifications: • Master’s degree in higher education administration, public administration, human resources, communication, business, or a closely related field. • Three or more years of successful leadership and full supervisory experience. • Relevant administrative experience in a higher education setting, balancing a large number of projects and related details. • Demonstrated knowledge and ability to work effectively in a highly collegial setting, with proven skills in: effective verbal and written communication; organizing self and others, and building strong working relationships. • Exceptional problem solving skills (issue identification, problem structuring, analysis, development of actionable recommendations) as well as experience in leading implementation of recommendations. • Ability to interpret and communicate relevant data and information to support planning processes for a variety of audiences. • Demonstrated commitment to promoting a diverse and respectful workplace that welcomes and respects a diverse constituency.
Internal Number: 331096
About University of Minnesota, Twin Cities
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