Program Area: Extension Center for Family Development
Office Location: University of Minnesota - St. Paul Campus, Coffey Hall
Deadline to Apply: February 3, 2020
ABOUT THIS POSITION
The Operations Supervisor manages business operations and administrative support activities at the University of Minnesota Extension Center for Family Development (CFD). This position works closely with CFD leadership, Educators and PIs to develop systems and monitor activities related to all revenue generation and sources (e.g., grants, contracts, program agreements, etc.). The Operations Supervisor will also provide vision and leadership related to CFD’s administrative support needs by identifying needs and support capacity, as well as supervising and developing staff to meet identified needs. This position will also be responsible for developing and managing systems to facilitate general operations for the Center including, but not limited to, HR-related functions and educational resource development services. This position is full-time and reports to the Associate Dean, CFD.
Admin/Operations support (40%)
Develop and manage all aspects of supervision of CFD admin Staff (currently five admin staff)
Identify training opportunities and needs of support staff and determine methods to meet those needs
Assess Extension-wide support capacity and access for the Center
Build and coordinate systems for on-boarding new admin staff
Determine work allocation across support staff team
Liaison between programmatic staff and support staff
Build relationships with Regional Directors and Director of Statewide Operation to assure good working relationships, work delegation, space needs and budget aspects of partnerships.
Grants, Contracts and External Agreements: (30%)
Work with PI or programmatic lead, financial preparer, and grants/contracts accounting staff to determine and implement the appropriate processes for resource expenditure, resource generation, and reporting.
Develop systems to facilitate resource generation, budgeting, and support activities related to successfully fulfilling requirements and accountabilities connected to grants, contracts, and program agreements
Work with support staff and PI or Programmatic lead to complete, implement, and finalize program agreements, vendor agreements and contracts
Identify culturally relevant contractors/vendors to support the development of educational materials and resources, including translation of education materials
Track beginning to end grants, contracts, program agreements
Communicate with PIs, programmatic lead, accountants, and FD administrators on the status of grants, contracts and external agreements
Investigate, pilot, and potentially implement 3rd party billing processes
HR Functions and General Operations: (30%)
Work with Programmatic team and HR to fill positions and manage searches that includes DEI (diversity, equity, inclusion)
Conduct HAT(internal hiring system) functions required to fill positions
Coordinate and shepherd various on-boarding processes, which includes an overarching CFD onboarding component
Monitor and report required training and work with support staff and supervisors to ensure compliance
Track begin and end dates of employees and graduate students on temporary status, grant funded positions, and contract positions. Ensure timely extensions or ending of appointments
Identify and address space needs - both in Coffey Hall and outside Coffey Hall
Other operations functions as needed
Bachelor’s degree and at least four (4) years of relevant experience or a combination of related education/experience to equal eight (8) years.
Experience with University of Minnesota systems (HR, finance, grants)
Experience building and implementing staff development opportunities
Project management experience
Evidence of strong verbal and written communication skills
Experience with continuous improvement related to operations and/or systems
Demonstrated advanced computer skills with data analysis, reporting, presentations
Proven ability in promoting and supporting diversity and inclusion
University of Minnesota Extension experience and familiarity with Extension Family Development
Prior work with diverse stakeholders within and outside U of M communities
Experience with grants, contracts and/or fiscal management
Skills facilitating implementation of policies and practices
Skills developing relationships with staff from multiple levels of the organization.
Experience negotiating processes and procedures with entities connected to accounting, HR, communications and technology supports.
Internal Number: 334996
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.