Manages general operations for the Department of Pharmacology, supporting the Department Head and leadership team. Acts as a liaison to University administration, faculty, staff, and students; and outside agencies. Oversees departmental studies of various organizational operations. Interprets and communicates results from reviews, campaigns, events, etc to department leadership. Serves as a representative for faculty, staff, and stakeholders of the Department of Pharmacology. Reviews, develops, and manages departmental processes to maximize efficiency while adhering to University policy. Manages all departmental events, lectureships, and other non-student-related activities.
30% Departmental Operations
Participates in administrative planning in support of the Department of Pharmacology faculty, department administrator, and other departmental stakeholders. Partners with the Department Head on several annual responsibilities to include the annual newsletter and philanthropic ventures. More generally, provides oversight of the alumni network, Canvas websites, course evaluations, general office maintenance and other ad hoc projects delegated by the Department Administrator and the Head. Manages Department Shared Drive.
Manages the Head of the Department of Pharmacology’s meeting requests, calendar management, and ad hoc projects throughout the year. Implement and manage the electronic calendar system for the Head. Research various types of information to prepare the department head for meetings, conferences, and events. Interpret complex and potentially conflicting instructions to facilitate a smooth and well coordinated schedule. Anticipate conflicts and present potential solutions. Oversee communications on behalf of the department head via departmental website, digital board, email, and face-to-face interactions. Review, develop and manage department processes with department head and administrator.
Work with Research Building Management and Department Administrator to coordinate building support needs. Meet monthly to discuss current on goings within the Nils Hasselmo Hall Research Building. Coordinate with RBMS and Facilities Management to ensure that department labs have everything they require to effectively carry out their research. Work with Building and Facilities Management to develop and implement best practice procedures for building resources such as building cold rooms.
15% Faculty Affairs
Promotion and tenure: Manage probationary, promotional, and annual merit review, collect data from faculty for annual reviews. Support faculty with P&T dossier preparation. Manage dossier review and promotion voting processes.
Organize and coordinate faculty searches with the MNPI HR Manager. Partner with the HR Manager on faculty onboarding, faculty evaluations, and phased retirements. Coordinates meetings with assistant-level faculty mentoring committees and provides staff support for annual meetings to discuss faculty progress. Develop and oversee implementation of information management plan and recommend periodic improvements as required for effective and efficient information management and document control.
Process financial transactions such as procurement and reconciling purchasing card transactions for the Department Head Provide exceptional customer service to faculty and staff while applying relevant University policies and resources to address any questions or concerns that arise.
20% Management & New Content Creation of Departmental Web/Digital Media & Communications
Web Design: Actively improve and expand the available features of the department website to increase accessibility and visibility of research and programs. Support faculty with creation/updates of personal lab websites. Partner with the Director of Undergraduate Studies (DUS) and the Director of Graduate Studies (DGS) to maintain updated Graduate/Undergraduate sections of the webpage and ensure we are putting our best face forward advertising our educational programs. Perform regular maintenance of departmental website.
Graphic Design: Create content for departmental digital signage to highlight events and accomplishments. Design graphics and marketing materials as needed for departmental signage, websites, events, fundraisers and more.
Communications: Manages all departmental communications. Serves as the primary point of contact for public display of the Department in the forms of the annual newsletter, weekly events mailer, digital bulletin boards, LinkedIn and Twitter announcements, and other communications, such as fellowship opportunities and external lectures. Format and maintain records of the Department Head’s official communications. Create HTML Emails as needed for event, fundraising, or general promotion. Create/manage listservs for alumni website.
20% Manage and Maintain Core Facilities & Shared Lab Resources
Serves as primary contact for the Department of Pharmacology Core Facilities. Manages all core related issues, maintenance/repairs, and specific needs. Identify vendors and negotiate terms for core equipment and their service contracts. Recommend adaptations to be made within core to better accommodate department lab needs. Assist in modification of core equipment based on specific lab needs. Post guidelines and reminders for user reference next to each piece of equipment. Set-up and maintain sign-up system to track equipment usage through Qreserve. Manage any issues related to Quartzy. Create/Update Core Facilities webpages which contain lists of equipment, manuals, and training/sign-up instructions to be used as a resource for department core users. Ensure that departmental labs are trained on equipment before usage. Send updates/reminders on usage as the need arises.
Weekly checkup/cleaning on all core facility equipment. Schedule routine maintenance of service contracted equipment. Maintain up-to-date users list. Order Supplies as needed.
Maintain additional shared spaces such as cold rooms and ensure proper storage procedures. Schedule yearly recertification of shared hoods. Monthly testing of autoclaves.
15% Event Management and Planning
Manage the planning, coordination, promotion and execution of departmental events such as the Department of Pharmacology Annual Retreat, Winter Gathering, faculty meetings, Department of Pharmacology Seminar Series and lectures. Identify appropriate venues and caterers, negotiate pricing and services received, and ensure that those terms are fulfilled according to the contract. Coordinate accommodations and schedules for visiting and on-campus guest speakers. Create promotional materials for events and also coordinate materials for the day of the event. Process reimbursements and payments in EFS. Serves as the primary administrator for all faculty event committees.
Required Qualifications (must be mentioned on application/resume): BS/BA degree or a combination of education and/or work experience to total four years
Two years of relevant work experience
One year administrative experience in an academic setting.
Prior University of Minnesota experience.
Familiarity with website management, PeopleSoft, advanced Zoom competency, and Photoshop.
Internal Number: 340719
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.