This position provides support to two College of Liberal Arts departments — French & Italian and German, Nordic, Slavic, & Dutch — strategically working to manage the budgets, curricula, department data systems, research-related operations, facilities, human resources, technology, and other operational areas. This position interacts collaboratively with the college's operational directors and is responsible for cultivating and maintaining strong and effective relationships with faculty, visiting scholars, staff, students, and other key constituents within and outside the University.
To these ends, the administrative manager hires, trains and supervises the work of all full-time and part-time staff in all aspects of department operations, and consults with department chairs on strategic and fiscal planning, human resources, and facilities. The administrator operates with one administrative staffing team that will provide service to both units.
Strategic Planning and Operational Management (40%):
Collaborate with the department chairs to determine upcoming and future priorities; Participate in the departments’ strategic planning processes; Support the development of new initiatives and realignment of existing programs through oversight and management of processes and systems; Manage projects in the departments; Anticipate, plan and manage the daily and strategic administrative operations of both departments; Investigate and resolve administrative problems; Collaborate with departmental members to ensure the collection, maintenance, and formatting of data regarding courses, programs, department process results, staff productivity, and resource efficiency for use in trend analysis and decision making; Identify grants and funding sources for new initiatives. Coordinate external reviews of the department.
Serve as key administrative liaison between the department and college personnel/other University units as well as constituents outside the University; Organize and participate in fact-finding missions and problem-solving/ results-oriented meetings; Provide leadership for administrative staff and foster a professional working environment within the departments. Coordinate data collection for responding to internal and external surveys. Work with the chairs (and others) to develop external communication strategies, priorities and messages. Create a positive, team-oriented working environment. Serve as Chief of Staff, coordinating all aspects of unit management.
Oversee scheduling, staffing, and monitoring of course offerings to align with budgetary parameters, program requirements, classroom policies, and faculty and staff load policies. Collaborate with faculty on course development and long-term curriculum development.
Oversight of graduate programs and resource to DGSs, chairs, and graduate program coordinators for graduate program policy interpretation and graduate student financial support, payroll appointments, tuition and health insurance payments, and visa-related issues.
HR Supervision (30%):
Hire, train, supervise, discipline, mentor, and problem solve issues with administrative staff for two departments. Overall responsibility for all areas covered by departmental staff; Serve as department contact for HR issues of all employee groups (Civil Service, Labor Represented, P&A, Faculty). Manage searches, hiring, training, orienting, assigning, monitoring and adjusting workloads, problem-solving, disciplining, terminating and settling grievances. Redistribution of workloads based on changing needs of the departments; Create and establish consistent workplace policies; Provide advice and consultation to department chairs regarding complex issues of P&A, Civil Service, and Labor Represented staffing, compensation, EEO/affirmative action, etc.
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; professional development leaves for P/A employees; EOAA, FMLA; annual review of probationary faculty; annual report of outside professional activities, and business procedures. Coordinate annual faculty merit review process. Lead unit expert on visa policy and procedures for faculty and graduate students.
Financial Planning, Management and Reporting (20%):
Advise and assist the chairs of French & Italian and German, Nordic, Slavic, & Dutch on fiscal issues related to payroll, operational funding, curriculum management, faculty research and retention as well as sponsored funding and UMF investments; Manage development of annual/multi-year budgets, budget proposals and forecast expenditures; Work collaboratively with program directors to coordinate graduate student teaching and grading appointments as well as faculty RA appointments.
Direct the departments’ fiscal activities, including long-range fiscal planning; Provide departments’ approvals for expenditures in compliance with University, College, and departmental policies and procedures; Direct ongoing budget activities through coordinated effort with the College, the University Foundation (UMF) and other campus units. 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.
Oversee the management of the departments’ physical facilities and building services, working with Facilities Management and the East Bank FM personnel and the UMPD and Central Security; Oversee development and maintenance of facility renovation plans. Coordinate space planning, allocation, and reporting. Work with facilities on building emergency plans.
Bachelor's Degree plus six (6) years of professional level administrative experience.
Two (2) years of supervisory experience.
Experience with three 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, developing, 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.
Master’s Degree or advanced training in business, human relations or a related field.
Experience and/or commitment to working with individuals from diverse communities and cultures.
Ability to make sound decisions, set priorities and work in a fast-paced environment with deadlines and interruptions.
Successful candidate must be creative and attentive to business and staff needs, perform at a high level of discretion, integrity and confidentiality.
Administrative experience in human resources and payroll.
Demonstrated application of sound business principles.
Successful experience with course scheduling, academic searches and promotion and tenure processes.
Experience with PeopleSoft, EFS, CCS and ECAS.
Proven ability to develop timelines, implement innovative business strategies, identify problems and solutions and conduct systematic process reviews and improvements.
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: 327229
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.