The Minnesota Design Center (MDC) is searching for an Administrator (University Classification #8222GG Grants/Cntrcts Prof 2 Generalist) who will have primary responsibility for non academic operations, post-award grants management, project management, and administrative support. The position works with the Center Director, research fellows, and College operational directors and staff from to align strategic goals with budget and finance, human resources, project staffing, and communications by handling the day-to-day operations. The Administrator also oversees the operational side of the M.S. - Metropolitan Design. The position is responsible for establishing and maintaining effective relationships with faculty, staff, funders and community partners, and other key constituents from diverse backgrounds. The Administrator reports to the Director with a dotted line to the finance and HR directors. The starting hourly pay range is $20.80 to $28.84. The position will be 80% to100% time.
The successful candidate will have significant grants and project management experience; a demonstrated track record building and maintaining effective working relationships; strong communication skills; demonstrated effective problem-solving skills; self-initiative; supervisory experience; and the capacity and willingness to do whatever work needs to be done. We are committed to attracting candidates from historically underrepresented groups knowing that diversity enriches the academic experience and provides a knowledge base for innovation.
Responsibilities Project Management (20%) • Understand University, College and Center goals and initiatives and incorporate them into daily work. Understand and follow current University/College policy and procedures essential to related operations. • Work closely with Director and staff to plan the flow of projects and initiatives. Plan, create and implement systems and procedures that direct and coordinate work and needed activities. • Serve as key administrative liaison between the Center and College personnel. On behalf of the Director, consult regularly with College leaders, faculty, staff, students and other constituents and advise and complement the Director in anticipating, initiating, coordinating, and facilitating the project management and planning needs of the Center.
Grant Coordination (40%) • Coordinate grant proposal preparation and submission. Monitor and manage all aspects of the proposal and submission process. Act as liaison between the Pl and SPA/sponsor. Serve as SPA's first point of contact for the Center. Monitor proposal timelines and deadlines; ensure deadlines are met; maintain documentation of submissions and related pre-award reporting. Assist the Director and affiliates with developing proposals, assuring adherence to sponsor and University policies and procedures; serve as liaison to other organizations to develop and obtain sub-award proposals. Ensure all proposal components are included and prepared accurately according to sponsor requirements; coordinate and track proposals using sponsor's electronic submission system; prepare proposal in the Electronic Grants Management System (EGMS). Track proposals as they move through SPA and sponsor's process; respond to SPA and sponsor queries including requests for revised documentation. Coordinate award initiation processes including Pl approval for award, preparation and submission of sub-award documents, including Pl approval, statements of work and budget. Work with Pis and SPA to set up advance or pre-award accounts. Review Notices of Grant Award (NOGA) for sponsor's university compliance requirements. Monitor Pl/Co Pl endorsements are up to date (RCR and REPA) and documented. • Coordinate award management. Serve as local expert in interpreting regulations and guidelines to ensure continuous adherence to award terms. Track reporting progress; assist Pis in meeting deadlines by coordinating documentation, etc.; assist with sponsor site visits. Monitor sub-awards; facilitate Pl approval of invoices and payment through SPA, assisting Pis with collecting reports as outlined in scope of work. Monitor grant spending, serve as effort coordinator ensuring grant terms are met, and assisting with final reports. Work with Pis and SPA for timely submission of award amendments, incremental funding allocations; re-budgeting, changes in work scope, Pl changes, etc. Review approved budgets and sponsor requirements to determine allowability, allocability and reasonableness of costs; approve/deny financial transactions as department approver based on university policy and sponsored requirements. Manage direct and cost share charging in consultation with the Pl to prepare documents within University policies and sponsor requirements; review sub-award invoices and ensure they are approved by the Pl and processed by SPA; act as liaison with other institutions for sub-award invoices and payments; work with Pis to determine personnel for projects; identify need for and process retro distributions to correct payroll transactions. Verify/reconcile accounts for accuracy. Manage sponsored awards to resolve questions or problems that arise during post-award process, responding to inquiries from Pis and project staff; serve as liaison between Pis and SPA; monitor fixed price account activity; serve as center liaison to Sponsored Financial Reporting, (SFR). Assist SPA and SFR in award closeout making transaction adjustments as necessary. Identify fixed price balances. • Work closely with research staff and consultants to manage the flow of projects. Oversee and track all strategic projects and processes including, but not limited to, grants and funded projects, and project meetings. Work with directors to ensure that staff and consultants work within the confines of established scope of work and contracts, and that projects meet established timelines and budget parameters. • Participate in research grants management activities, meetings, workshops, etc. offered by the University and professional organizations.
Operational Oversight and Management (20%) • Anticipate, plan and manage daily operations; including, but not limited to, budget and finance, communications, facilities, human resources, technology, etc. Plan and implement systems and procedures that direct and coordinate operational and administrative activities. • Serve as local operational content expert. Ensure Center observes University and College policies, procedures and • guidelines and maintains compliance in all areas, including finance and HR. • Project Tracking: Oversee, track and manage all Center strategic projects and processes including, but not limited to outreach events and meetings. • Budget and Finance: Initiate, oversee and manage Center fiscal activities, including long-range fiscal planning. • Prepare and monitor budgets, identify trends, and forecast account balances; facilitate Directors' and Pl's financial decision-making. Plan, develop and manage budgets in consultation with the Director and Pis, including annual budgets and budget proposals. Work closely with College Finance Director and Finance team regarding budget and finance issues, and to resolve problems. Initiate and process contracts, reimbursements and other business documents; provide Center-level approval for non-sponsored expenditures. • Human Resources: Serve as local resource regarding management of HR issues, and University and College of Design (CDes) HR policies, procedures and practices, including but not limited to recruiting and hiring, leaves and personnel management. Advise Director and Pis of staffing needs and necessary personnel actions. Work closely with HR Director and HR Generalist regarding staffing issues and changes, hiring processes, etc. Prepare and process HR documentation; i.e., appointment-related paperwork and forms, etc. Conduct new employee orientations for Center staff. Assist Director with performance review process for staff, as well as with preparing personnel related documentation. Maintain Center personnel files. • Communications Management: Ensure an internal communication plan is in place. Serve as Center liaison/content expert for CDes External Relations unit. Ensure adherence to College image and consistency with messages. • Assist with writing as needed, and review materials in final production stages. • Facilities and Technology: Oversee management of physical facilities. Plan and manage all office and equipment moves with the Director. Oversee development and maintenance of equipment and computer replacement plans, in consultation with CDes IT staff. Maintain and order center office supplies; research products, act as a liaison with vendors; track orders; resolve problems as needed.
Administrative Support to the Center Director (10%) • Monitor Director's ongoing administrative timelines. Actively support the Director in related planning; monitor deadlines that may impact the Center. Coordinate efforts as necessary with College of Design staff. • Provide administrative support to the Director. • Prepare and meet deadlines for reports and documents to college and central University administration. Compile information for reports. • Provide support and assistance for the Minnesota Design Center monthly Affiliates meetings. • Schedule and staff Center meetings; maintain documentation of important initiatives. • Gather data, information, models, etc. to inform Director's decision-making on academic and administrative initiatives. Create and maintain spreadsheets and database reports as needed for a variety of reporting and tracking purposes. • Maintain knowledge of the MDC certificate and MS- Metropolitan Design degree and provide administrative • support to MDC academic programs. Maintain communications with certificate program students and prepare course approval forms. Facilitate ECS course approval and ECAS with Director, serving as liaison with Architecture regarding course and scheduling issues. Coordinate travel scholarships for the summer undergraduate studies and work with Financial Services Team to process payments. Handle Certificate application process. Support the MDC grant award application process. • Plan and handle logistics for public lectures and events, including ordering food, making room reservations, • sending invitations, set-up, publicity and web promotion; research and background information, write acknowledgements, etc. • Assist the Director in supporting the Tau Sigma Delta student organization, including working with the college registrar to identify qualifying new members each spring and assisting the student group with event planning.
Web and Media Support (10%) • Serve as the Center's web content manager. Work with College web and multimedia manager to ensure MDC sites meet Center needs. Monitor websites to ensure websites are current. Obtain appropriate content updates and revisions; edit web materials; and update sites. Write and create announcements. Plan or work with external relations staff as needed. Maintain the MDC website by sending project updates, text and graphics to the College web design team. • Enlist MDC affiliates to write about their work for the MDC website • Ensure that MDC projects get covered in college media.
Other Responsibilities as Assigned • Serve as a resource to visitors, faculty and staff. • Participate in continuing professional development. • Other duties as assigned.
The Minnesota Design Center is looking for an administrator to join our team!
Required Qualifications • Bachelor's degree with at least two years of related experience or a combination of education and relevant administrative experience to total at least six years. • At least three years of progressively more responsibility with significant operations experience including budget management, project management, and Human Resources or supervision. • Demonstrated experience in grants administration; i.e., grant proposal preparation, proposal/award review, grant negotiation, and post-award administration. • Significant budget management experience, including budget forecasting and reporting. • Strong computer skills in a networked environment, ability to use and develop computer data management tools appropriate for an administrative assignment. • Expertise in database management, including spreadsheets and designing reports. • Demonstrated knowledge and ability to work effectively and independently in a highly collegial setting, with excellent skills in verbal and written communications; strong organizational skills, and the capacity to balance, prioritize and manage a large number of projects and related details. • Ability to work productively, professionally, and collaboratively with various constituents, administrators, and units. • Commitment to customer service; organized, detail oriented. • Demonstrated ability to use sound judgment and initiative and evidence of effective problem-solving and decision-making abilities.
Preferred Qualifications • Minimum four years experience in proposal/award review, negotiation, and administration is desired. • At least two years successful management experience. Progressively more responsible and relevant experience in large and complex academic environment. • Knowledge of U of M financial and/or reporting systems. • At least two years supervisory experience supervising non-student employees.
Internal Number: 336062
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.