**Salary range for this job is $44,500 - $67,000 annually; depending on qualifications and relevant experience.**
Administrative Support (30%)
Assist the Director with matters affecting the Institute, faculty, staff and students. Facilitate and disseminate administrative and operational policies and procedures on behalf of the Director and Institute. Access, analyze and report relevant information to department faculty and to units outside of the department. Assist the Director or the Director of Graduate Studies (DGS) in the planning, coordination and implementation of physical changes/additions to the Institute's space and equipment. Maintain personnel files. Work with the Director in developing, organizing and supervising departmental communication (e.g., Institute website, bulletin boards).
Represent the Institute to other departments, the College of Liberal Arts, Graduate School, and outside agencies. Draft correspondence, proposals, memoranda, and operating procedures on behalf of the Director. Provide administrative support to standing and ad hoc committees and to the faculty body as a whole. Assist in special project planning and management activities.
Fiscal Management (25%)
Assist Director with fiscal issues relating to funding, budget priorities, strategic planning and preparation of annual budget. Work with fiscal team to manage fiscal activities including budgeting, expenditures, budget development for proposals, and long-term fiscal planning. Coordinate with fiscal team regarding documentation, payroll, expense corrections, cost-transfers, expense reimbursements etc. Process reimbursements and travel expenses, create requisitions, reconcile procurement card purchases, and order supplies for department and events. Manage and authorize expenditures from various funding resources. Project funding commitments and advise DGS and Director on financial offers to incoming graduate students. Provide pre- and post- award sponsored funding assistance; serve as a liaison to Sponsored Projects Administration (SPA); administer and monitor grants, contracts, fellowships and research awards.
Human Resources Management (25%)
Responsible for daily operations including policy and procedure development. May supervise office staff including hiring, training, annual review and work deployment. Advise faculty, staff and students on University and HR policies and procedures regarding leaves, phased retirements and other benefits. Review Payroll abstract and ensure that personnel accounts are being used appropriately. Initiate HR appointments and payroll for faculty and staff. Enter graduate assistant appointments. Provide administrative support for academic and staff searches, promotion and tenure and annual salary/merit review. Coordinate international work visa applications and extensions for international faculty, P/A staff and visiting scholars. Manage the administration of academic leaves, replacement teaching, terminations, retirements and other employment-related processes.
Curriculum and Student Affairs (20%)
Assist in planning annual curriculum in consultation with Director, Director of Undergraduate Studies (DUS) and DGS, in accordance with classroom scheduling policies. Oversee classroom scheduling. Manage ECAS and CCS entry. Coordinate and prepare new course proposals. Track course releases. Identify instructional funding needs. Monitor instructional funding throughout the year. Ensure TA/UI funds and TINS funds are appropriately spent. Serve as Graduate Programs Coordinator and DUS assistant. Organize graduate admissions process. Assist in the development, implementation, and dissemination of relevant policies. Serve as resource on matters of graduate and undergraduate student policies. Maintain graduate students' files. Monitor enrollments and manage wait-lists. Provide support to the organization of the Institute regular and special events. Assist faculty with issues concerning grade entry and textbook ordering as needed. Manage the distribution, collection and submission of teaching evaluations. Provide enrollment summaries.
Required qualifications: --Bachelor's Degree plus two (2) years of professional level administrative experience, or a combination of related education and/or relevant professional level finance and/or administrative experience totaling six (6) years. --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.
Preferred qualifications: --Four (4) years of professional level administrative experience. --Administrative experience at the University of Minnesota or in higher education setting providing assistance to the Department Chair of an academic department. --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 a similar HRMS or financial system --Ability to make sound decisions, set priorities and work in a fast-paced environment with deadlines and interruptions.
Internal Number: 326955
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.