The administrative consultant addresses both the challenges of interim department administrative needs as well as orientation and training requirements for our professional administrative staff community. The administrative consultant works in collaboration with the department’s leadership, faculty, and staff and serves as a liaison to various collegiate and university administrative offices. This position reports to the CLA HR Director and requires a high level of skill and experience with a broad range of competencies to support and enhance the academic, professional and community missions of the college.
Unit Administration – 45%: •Provide and/or coordinate partial direct on-site coverage for administrator vacancies due to turnover as well as leaves of absence or other extended absences. •Partner with chair and key staff in unit to manage all aspects of daily unit operations, including policy and procedure development and implementation. Duties may include, but are not limited to:
Advise and assist chair/director on fiscal issues related to funding, budget priorities, strategic planning and annual budget. Responsible for fiscal activities including budgeting, managing expenditures and forecasting, and, for a few units, preparing transactional documents.
Research and resolve payroll issues. Review and sign off on bi-weekly payroll abstract.
Oversee, administer and monitor grants through close communication with the senior accountant.
Coordinate unit endowments, donor relations, and outreach activities with the collegiate Office of Institutional Advancement, the University of Minnesota Foundation and University Relations
Supervise unit office staff.
Serve as the unit contact for faculty, civil service, labor represented, professional and administrative (P&A), graduate and undergraduate personnel.
Ensure all faculty, staff and student payroll documents are submitted accurately and in a timely manner
Serve as the primary unit expert on University and College policies and procedures involving promotion and tenure; award dossiers; faculty and staff searches; sabbaticals; single semester leaves; EOAA, FMLA; annual review of probationary faculty; annual report of outside professional activities and business procedures. Manage immigration requirements for international employees and graduate students.
Develop, organize and supervise unit communication (web, social media and print).
Ensure unit events involving faculty, students, alumni, donors and the broader community are welcoming for all attendees. Oversee event details/logistics.
Coordinate space planning. Implement physical changes and additions to space and equipment. Coordinate computer inventory/replacement program.
Plan annual curriculum in consultation with chair/director, DUS and DGS in accordance with classroom scheduling policies.
In consultation with department administration, assign teaching assistants, instructors and graduate assistants for the academic year and summer session.
Coordinate CCS and ECAS entry.
Undergraduate and Graduate Programs:
Serve as a resource for the Director of Undergraduate Studies, Director of Graduate Studies and chair/director in interpreting and implementing University student policies and procedures and developing unit-level practices.
Consultation – 30%: •In consultation with the department stakeholders, identify search committee members and a search committee chair for filling the administrator vacancy. •Work with department and collegiate leadership and administrative offices to navigate nuanced change management, including aspects of staff leadership and departmental transitions. Navigate political landscapes of the various CLA academic and administrative units. •Evaluate staff capacity and ability within the department to cover or step up into ‘stretch’ assignments using overtime or salary augmentations as appropriate. •Identify additional resources outside of the department and/or prioritize workload where internal staff or the administrative consultant do not have capacity or ability to address the need. •Assess operational needs in core practice areas of finance, curriculum, space, human resources, IT, etc. as outlined in the template administrator position description. •Partner with the chair/director to make recommendations and to set priorities and achieve the best use of unit resources to meet instructional, research and administrative needs. Provide strategic consultation and identify options to issues within the parameters of University and collegiate policy and practice.
Training & Development – 25%: •Identify and/or develop training toolkits for new unit administrators. •Survey existing training resources, identify gaps, work with subject matter experts to develop training where needed, such as HRMS, Intersections, and classroom and course scheduling requirements. •Cultivate a deeper bench knowledge of department administrative staff knowledge, skills, abilities, and interests into the future. Examples may include succession planning, ‘stay interviews’, and otherwise engaging in mindful conversations about future career interests. •Facilitate mentoring relationships between new and existing administrators.
Depending on nature and number of departmental administrative vacancies, the percentages above may vary significantly. If working at a time with no administrator vacancies and the training and development is up to date, other duties may be assigned.
Required Qualifications: -Bachelor's Degree plus six years or more of professional level administrative experience. -Minimum of two years of supervisory experience. -Experience with budget planning and financial resources management and two or more of the following: human resources, academic searches, promotion and tenure, curriculum management/course scheduling, or undergraduate/graduate programs. -Experience providing assistance and guidance to a faculty officer in a higher education setting or senior leadership at a nonprofit organization. -Prior project management experience and experience managing multiple complex tasks.
Preferred Qualifications: -Administrative experience at the University of Minnesota or in higher education setting providing assistance to the Department Chair or Director of an academic unit. -Master’s Degree or advanced training in liberal arts, business, human resources or another field. -Proven ability to develop timelines, implement innovative strategies, identify problems and solutions and conduct systematic processes reviews and improvements. -Ability to make sound decisions, set priorities and work with deadlines and interruptions. -Effective oral and written communication skills. -Creativity and attention to unit and staff needs and ability to operate with a high level of discretion, integrity and confidentiality. -Training and development experience. -Experience with curriculum management/course scheduling, academic searches, promotion and tenure and undergraduate and graduate programs. -Experience with PeopleSoft, Enterprise Financial System, Collaborative Class Scheduling and Electronic Course Authorization System. -Experience and commitment to working with diverse groups of people.
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.