Position Overview The Faculty & Operations Coordinator reports to the Faculty & Operations Supervisor in the Department of Computer Science and Engineering. This is a critical support position that requires the ability to build relationships with and support a diverse group of faculty. Successful candidates will enjoy project management, communicating effectively, and providing excellent customer service.
Job Duties Faculty Affairs Support - 50% - Plan and facilitate faculty meetings to include: weekly full faculty meetings, quarterly instructional faculty meetings, end of the semester faculty meetings, and recurring faculty committee meetings. Work with leadership to create meeting agendas and presentations. Reserve meeting venues, purchase and reconcile catering orders, and manage room set up and tear down. - Provide support for faculty committees by scheduling meetings, creating Zoom meeting links, creating shared drives for committee materials, logistical committee communications, and may attend committee meetings to take notes. . - In collaboration with the Faculty Operations Manager, build dossiers for faculty promotion & tenure and faculty awards nominees. Collect teaching data, external letters, to support dossiers as necessary. - Serve as liaison between faculty and CSE purchasing staff. Responsible for training new faculty on the departmental EPurch system, and providing guidance when needed. This position is not a purchasing subject matter expert, but rather a support for internal purchasing systems. - Serve as a delegate for faculty on ChromeRiver reimbursements, including assisting faculty with preparing expense reports after travel and/or making business-related purchases. Works closely with research accountants to make sure best practices are followed. - Collaborate with Faculty Operations Manager and Chief of Staff to keep departmental faculty portal content current. With training and experience, will work with leads in finance, operations, and student services to create new resources for the portal.
Colloquium and Recruitment Support - 25% - Moderate the [email protected] departmental email and schedule weekly seminar communications and announcements. - Manage travel, accommodations, and itineraries for visiting speakers and on-campus candidates for faculty and teaching personnel. - Assist speakers and candidates with travel reimbursement and collect information for honorarium payments, as necessary. - Collaborating with the Faculty Operations Manager, responsible for guest speaker and candidate hospitality, escorting guest speakers and candidates to and from scheduled meetings, and assisting with seminar preparations. Orders and packages gifts for seminar speakers and on-campus candidates.
Visa Coordinator - 15% - Moderate the [email protected] departmental email and maintain visa request form and roster. - Process visa requests for international faculty, visiting scholars, and postdocs in accordance with federal requirements. - Serve as the International Student & Scholar Services (ISSS) contact for CS&E. - Lead onboarding for J-1 scholars and J-1 student interns. Works closely with departmental HR and Space Management to provide visiting scholars with a UCard, CS&E building access, and office space. Coordinates communication around reimbursements and honoraria, working with appropriate staff to finalize these tasks.
University-Wide, Collegiate & Department Citizenship - 5% - Serve on committees for the University, College, and Department, as needed. - Attend department meetings, as appropriate. - Attend regular check-ins with supervisor. - Complete training and stay current on policies and processes related to job duties.
Other Duties As Assigned - 5% - As a member of Team CS&E, job duties and special projects may be required, as needed.
Required Qualifications - High School Diploma/GED and five (5) years related experience to include project management. Coursework in a related field may substitute for some years of experience.
Preferred Qualifications - Demonstrated ability to build and maintain relationships with people from diverse backgrounds. - Excellent customer service skills. - Fluid with project management software (ex: Asana, Jira, Miro). - Strong communication skills with experience in explaining policies and procedures to diverse audiences. - One (1) year of experience creating complex process documentation, communications, and presentations with Microsoft Suite and Google Applications.
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.
