**Salary range for this position is $52,000 - $75,000 annually; depending on qualifications and relevant experience.**
Financial Management/Grants Support (40%)
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 some administrators, preparing transactional documents.
Operational Budget: Coordinate the development of annual operation budget with chair/director, Executive Committee, and senior accountant, as appropriate.
Direct ongoing budget activities through coordinated effort with the College, the University Foundation (UMF), the Office of Research Administration and Technology and other campus units. Advise chair/director on the budget process. Monitor monthly and/or quarterly reports for consistency in spending plans. Review and sign off on bi-weekly payroll abstract. Research and resolve payroll issues.
Grants: Meet with faculty and graduate students to discuss, define and develop planned research; studies funder announcements and requirements, prepares cost projections and develops budgets and budget narratives for sponsored research proposals, based on discussion of project scope, timeline and deliverables. Interpret regulation and guidelines to ensure adherence to award terms. Manage grant proposal entry and submission process for faculty and graduate students, using University and Funder proposal submission systems.
Approve and monitor all post-award sponsored activity, ensuring compliance, timeliness, allow ability, and proper documentation according to University and sponsor's policies. Coordinate with PI on establishment of grant resources: effort, personnel, supplies, human subject payment, IRB's, sub-award monitoring, etc.
When sub-awards are included in proposals, communicate with research administrators at collaborating institutions to determine each institution’s requirements, rates (F&A, fringe), and procedures. Obtain budget approvals and letters of intent from collaborating institutions prior to proposal submission. Facilitate establishment of contracts with international collaborators.
Meet regularly with PI's to discuss actuals, forecast spending, carryover budgets, identify potential issues (deficit or surplus), and re-budget as needed. Serve as a liaison between PI, SPA, SFR, ESO/ISO, and REO while interpreting, explaining policy and procedure requirements. Manage the effort reporting cycle for all departmental personnel - ensuring effort expectations are met throughout the grant budget period, identifying effort compliance issues, educating faculty on and capture of salary restrictions per agency policies, reporting manual certificates where needed, adjusting effort where applicable while still adhering to policy.
Project course buy-out savings associated with grant effort, as well as provide Departmental Chair and Administrator information regarding active grants, F&A (ICR) revenue, and other related sponsored information.
Work with fiscal team on all the above.
Strategic Planning and Curriculum Oversight (40%)
Manage all aspects of daily unit operations, including policy and procedure development and implementation. Determine and allocate resources by monitoring staff duties and adjusting workloads as needed. Develop annual calendar, set deadlines and priorities. Initiate, identify and manage projects.
Partner with the chair/director to make recommendations for strategic planning and to set priorities and achieve the best use of unit resources (i.e., operational budget, human resources, and space) to meet instructional, research and administrative needs. Coordinate External Reviews of unit, and if applicable, Accreditation Reviews. Serve as Chief of Staff, coordinating all aspects of unit management.
Serve as assistant to the director, coordinating all aspects of STAT operations and management, in addition to the Institute for Research in Statistics and Its Applications (IRSA) and the Social Science Research Commons (SSRC). Anticipate, plan, and manage the daily and strategic administrative operations of STAT; investigate and resolve administrative problems. Serve as first point-of-contact for addressing issues related to personnel, facilities, and budget in the department, the IRSA and the SSRC. Manage the lecture series, workshops and training for the SSRC.
Coordinate space planning, allocation, and reporting for STAT. Work with facilities on emergency plans. Implement physical changes and additions to space and equipment. Coordinate computer inventory/replacement program. Sign off on computer/equipment purchases. Ensure office equipment is maintained and inventoried.
Oversees annual curriculum in consultation with chair/director, DUS and DGS in accordance with classroom scheduling policies. Prepare and recommend undergraduate and graduate curricular offerings to the unit’s Curriculum Committee. Collaborate with faculty on course development and long-term curriculum development.
Build collaborative relationships while serving as the unit liaison on behalf of chair/director, faculty, staff, and students with CLA, other University and outside entities. Work with chair/director and faculty to establish and maintain important external relationships with professional, academic and community partners. Coordinate data collection for responding to internal and external surveys. Work with the chair/director to develop external communication
strategies, priorities and messages.
HR & Supervision (20%)
Serve as the unit contact for civil service, labor represented, P&A, graduate and undergraduate personnel. Supervise office staff. Includes full supervisory authority for developing job descriptions and performance standards; coordinating searches; hiring; training; orienting; assigning, monitoring and adjusting workloads; problem-solving; disciplining; terminating and settling grievances.
Serve as the primary unit expert for chair/director, faculty and staff 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. Interpret, develop and implement unit policies and procedures. Manage tracking of all leaves and reporting to CLA.
Prepare and process Visa applications and extensions for international employees and graduate students.
--Bachelor's Degree plus four (4) years of professional level administrative experience, or a combination of related education and/or relevant professional level finance and/or administrative experience totaling eight (8) years.
--Two (2) years of supervisory experience.
--Experience with two or more of the following: human resources, academic searches, promotion and tenure, curriculum management/course scheduling, graduate programs, or budget planning and financial resources management.
--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.
--Experience managing multiple complex tasks.
--Experience researching, interpreting, and applying policies.
--Administrative experience at the University of Minnesota or in higher education setting providing assistance to the Department Chair or Director of an academic department.
--Advanced training in finance, business, human relations or a related field.
--Ability to make sound decisions, set priorities and work in a fast-paced environment with deadlines and interruptions.
--Candidate must be creative and attentive to business and staff needs, perform at a high level of discretion, integrity and confidentiality.
--Demonstrated application of sound business principals.
--Experience with one or more of the following: course scheduling, academic searches and/or promotion and tenure processes.
--Experience with PeopleSoft, EFS, CCS and/or ECAS, or similar HRMS or financial systems.
--Proven ability to develop timelines, implement innovative business strategies, identify problems and solutions and conduct systematic processes reviews and improvements.
--Experience and/or commitment to working with diverse groups of people.
--Excellent verbal and written communication skills, including the ability to communicate effectively with diverse constituencies.
--Demonstrated ability to take initiative and work independently.
Internal Number: 326930
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.