Faculty & Dept Coordinator (Executive Office and Admin Specialist)
University of Minnesota Twin Cities
Location: Minneapolis, Minnesota
Salary: 47,000.00 - 49,000.00
Internal Number: 358422
OVERVIEW: The Carlson School of Management consists of several cluster areas that are comprised of academic departments. Within each cluster, there is a team of support staff who provide administrative, clerical, and technical support for the academic units housed nearby. The HOM cluster area is comprised of the faculty, graduate students, and support staff of two academic departments: Marketing (with 19 full-time faculty), and Supply Chain and Operations (with 12 full-time faculty). Each department is assigned an Executive Office and Administrative Specialist who serves as the main contact for that department’s full-time and part-time faculty and graduate students. This particular position is also part of the HOM Cluster Staff team and is expected to work with and assist the other staff members when necessary. The salary range for this position is $47,000-$49,000 depending on qualifications.
JOB DESCRIPTION: Course Work/Faculty Support (35%)
Textbook and course packet coordinator for MKTG and MSMK programs
Obtain copyright permission
Prepare materials for faculty teaching obligations to include textbooks, course packs, Canvas, etc.
Connect with faculty on key academic dates throughout the year such as syllabus submission, grade due-dates, SRT start/end dates, etc.
Maintain database for classes, textbook inventory, Harvard cases, etc.
Coordinate final exam schedule; secure alternate rooms in case of overbooking
Arrange for guest lecturers, travel, parking vouchers (electronic), meals, and gift
Arrange classroom needs; secure AV requests, create name tents, special class rosters
Input data into CSOM’s Learning Management System (Canvas) and train TA’s on its use
1st point of contact for Adjunct Faculty after hiring – provide details on necessary steps for access to all systems, including UCard, textbooks, email, keys, and anything else associated with their course support.
Event Coordination, Recruiting, Workshops, and Meeting Support (25%)
Faculty recruitment - directly assist search committee chair, maintain recruiting files and databases, correspond with candidates, arrange interview schedules, hotels, airfares, and local travel arrangements, order food, distribute CV’s, create day-of-event logistics schedule, etc.
PhD graduate student recruitment (same as for faculty recruitment)
Coordinate speaker gifts, speaker sign-ups with faculty/PhD students (either in-person or online/google), assistance with presentation/computer set-up in classrooms, and other tasks as needed.
Currently on hiatus--Manages all aspects of Brand Matters series (there are 4 events each year; average attendance is 150). Duties include setting up registration site through Destiny One and tracking participant data; coordinating with two external sponsors; overseeing all of the logistics on the event day.
Coordinate expense reimbursements and payments for guests immediately following their visit
Serve as workshop, seminar and conference coordinator and plan/implement all aspects of conferences, retreats or meetings including zoom meeting set-up and management, room reservations and catering. Examples of events include: IRM Advisory Board Meetings, Brand Matters, Ignite Conference, Case Competitions, Alumni Events, and other events as needed.
Arrange for speakers; coordinate room scheduling, food menu & catering, Alcohol permits as needed, including approval from central, materials, itinerary, reimbursements; provide photography service as needed, and attend events to include set-up/take-down.
Coordinate, plan and attend annual end-of-year networking event for MKTG Faculty and PhD students, including venue selection, menu selection, activity, RSVP coordination and serve as contact person for selected venue;
Assist in preparation of meetings and events that are hosted by the departments (i.e.: staff meetings, faculty meetings, brown bags, and dissertations), which can include ordering and setting up food; duplicating hand-outs; reserving meeting space; cleaning up after events, assisting with zoom set-up for online meetings and other tech needs that arise, and other activities as they arise.
Website & Marketing Administration (15%)
Maintain and update multiple websites for Marketing and Institute for research in Marketing, assisting Supply Chain & Operations department as needed. Also update the Display Monitor outside of 3-150 with current topics, visitors, events, etc.
Write news content pieces and choose and upload appropriate images and documents for print materials and online as directed by supervisor, PhD coordinator and Department Chair;
Use Google Analytics and Contribute to track data on each webpage in order to analyze site traffic, media hits, and identify trends.
Prepare customized reports for IRM Director/Program Manager and MKTG Department Chair
With Department Chair approval, coordinate annual all-faculty picture for department website;
Maintain & update Digital Display Monitor for Marketing Department throughout the academic year including prior to each semester to update adjunct faculty information, PhD student information, new faculty; Advertise Speaker Series, MN Camp, and other events such as Ignite Conference for IRM.
Update PA Application on a semester basis and compile data for download into spreadsheet; prepare application grid based on student ranked requests; notify students as directed by supervisor.
Administrative Support (25%)
Facilities management – work with building manager and assist with departmental & faculty moves, phone changes, maintenance of offices, including HOM Cluster office, key distribution, UCard access;
Special ordering for faculty members, including books, journals, supplies, business cards, stationery, etc. Maintain database of all orders;
Schedule classrooms, breakout rooms, conference rooms as needed and requested by supervisor, faculty and department chair;
Provide clerical assistance to outgoing PhD students, including printing/mailing letters to various universities and other requests as they arise;
Coordinate student hiring application on google for PA/TA positions, advertising through UG & MBA newsletter and set-up systems to allow information to be downloaded to worksheets, compile data for supervisor with day/time requests from applicants;
Backup coverage of front desk on a rotating basis with co-workers for opening/closing/lunch coverage, virtual front desk and other coverage as needed;
Backup for other office staff when necessary and assist them with projects, events such as case competition, etc
Attend and participate in cluster staff meetings both in-person and online via zoom.
Attend training to keep up to date as needed to update skills associated with position.
Assist various committees with Google docs, sheets, as requested.
Miscellaneous duties as assigned.
** The employer reserves the right to change or assign other duties to this position **
*MINIMUM / ESSENTIAL QUALIFICATIONS:
High School Diploma/GED and four years of related office experience. Training/Education may be substituted for some of the years of experience.
Ability to hold a position of Trust – experience handling confidential materials and information with sensitivity and discretion
Customer Service experience
Dependable with a strong work ethic and history of good work attendance
Strong knowledge and understanding of office operations and procedures.
Demonstrated ability to work successfully and cooperatively in a team environment including high-level administrators, managers and external visitors.
Proficient in Microsoft Suite including Word, Excel, PowerPoint, and well as Google Calendar experience and ability and interest in learning new technology and systems (Drupal, Canvas, Zoom, etc.)
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.