Strategic Planning and Management (25%) --Partner with chair to make recommendations for strategic planning and to set priorities and achieve the best use of unit resources (i.e., operational budget, human resources, technology and space) to meet instructional, research and administrative needs. Promote and support development of initiatives and realignment of existing programs through oversight and management of processes and systems. Coordinate external reviews of the department. Serve as chief of staff, coordinating all aspects of unit administrative management. --Serve as the unit liaison on behalf of chair, faculty, staff, students, and other University and outside entities. Collaborate with chair and faculty to establish and maintain external relationships with professional, academic and community partners. Coordinate data collection for responding to internal and external surveys. Collaborate with chair to develop external communication strategies, priorities, and messages.
Office Management --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. Ensure confidential information is handled appropriately. Manage administrative staff.
Space/Facilities --Coordinate space planning, allocation, and reporting. Work with facilities on emergency plans. --Implement physical changes and additions to space and equipment. --Manage computer inventory and replacement program. Approve computer/equipment purchases. Ensure equipment is maintained and inventoried.
Communication --Oversee development, organization, and supervision of unit communication (web, social media and print). Monitor unit web presence. Direct work of office staff who maintain social media presence.
Human Resources Management and Supervision (30%) --Serve as a unit contact for civil service, labor represented, P&A, graduate, and undergraduate personnel. Manage 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; and terminating and settling grievances. Conduct annual performance reviews. --Serve as a unit expert for chair, 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 faculty and P/A merit review process; and 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 College. --Ensure confidential data is handled appropriately. Advise faculty, staff, and graduate students on correct handling of confidential data, University document retention guidelines, and proper disposal of confidential documents. --Serve as a unit expert on employment visa policies and procedures for faculty and graduate students. Refer questions to ISSS as appropriate. --Serve as a primary resource for chair and DGS in interpreting and implementing University policies regarding graduate students and developing unit-level policies. --Advise DGS and chair on financial packages offered to incoming graduate students. --Coordinate disbursement of graduate student financial support; process appropriate payroll appointments, tuition and health insurance payments. --Advise graduate students on financial aid packages, complex registration questions, health insurance, tuition benefits, and visa policies.
Fiscal Management (30%) --Advise and collaborate with chair on fiscal issues related to funding, budget priorities, long-term fiscal planning, strategic planning, and annual budget. --Responsible for fiscal activities including budgeting, managing expenditures, forecasting, and approving expenditures in compliance with University, college, and department policies and procedures. --Partner with chair, administrative officers, and staff in development of unit budget plans. Advise and assist chair in the development of the unit budget. Includes statistical analysis and forecasting; operational budgeting; curriculum budgeting; hiring of P/A instructors; graduate admissions and funding; and management and monitoring of externally funded grants and awards.
Operational Budget --Manage the development of annual operation budget with chair and accountant. --Direct ongoing budget activities through coordinated effort with the College, the University Foundation (UMF), the Office of Research Administration and Technology and other University units. Advise chair on the budget process. --Provide unit approval for expenditures in compliance with University, college and unit policies and procedures. --Monitor monthly and quarterly reports for consistency in spending plans. Review and sign off on bi-weekly payroll abstract. Research and resolve payroll issues. --Develop annual Teaching Assistant/Undergraduate Instruction (TA/UI) budget and Targeted Instructional Needs (TINs) requests in conjunction with chair, Director of Graduate Studies and Director of Undergraduate Studies. Track expenditures and ensure appropriate use of funds. Advise chair, DUS, and DGS of policies governing these funds.
Grants --Oversee, administer, and monitor grants from multiple internal and external sources, through close communication with the senior accountant. Support faculty research activities, including grant writing. Provide pre- and post-award sponsored funding oversight and assistance. Serve as liaison to SPA. Provide consultation and assign resources for the conduct of research.
Endowments --Coordinate unit development, donor relations, and outreach activities with the collegiate Office of Institutional Advancement, UMF, and University Relations. Oversee events involving alumni and donors. Manage projections, spending plans, scholarships, and fellowship awards.
Curriculum Management (15%) --Manage and oversee the curriculum. Oversee and plan annual curriculum in consultation with chair, DUS, DGS, curriculum coordinator, and Directors of Language Instruction in accordance with classroom scheduling policies. Oversee scheduling, staffing, and monitoring of course offerings to align with budgetary parameters, program requirements, and faculty and instructional staff load policies. Oversee undergraduate and graduate curricular offerings to the unit’s curriculum committee and collaboration with faculty and Directors of Language Instruction on course development and long-term curriculum development. Manage and oversee ECAS and CCS course entry. Track course releases. Oversee coordination of Council of Liberal Education (CLE) and Student Learning Outcomes (SLO), track activities, and update processes. --Collect and analyze detailed course scheduling, enrollment, and instructional cost reports to ensure the unit’s curriculum committee can most efficiently modify curricular plans. --Identify and project instructional funding needs and ensure funding is efficiently spent. Serve as primary unit resource regarding staffing guidelines and instructional funding policies.
Graduate Assistants/Instructors of Record --Using a complex formula of: course enrollment, budgetary resources, graduate student obligations, instructor preferences, and staffing resources, assign teaching assistants and instructors for the academic year and summer session in collaboration with chair. Manage Intersections entry of part-time P&A instructional staff and all graduate assistantships and fellowships payroll processing. --Serve as primary unit expert on graduate assistant employment policies. Mediate employment related disputes.
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.
Computer experience with word processing, spreadsheets, and database software; and online reporting systems.
Experience researching, interpreting, and applying policies.
Four (4) years of professional level administrative experience.
Two (2) years of supervisory experience.
Administrative experience at the University of Minnesota or in higher education setting providing assistance to the Department Chair of an academic department.
Masters Degree or advanced training in business, human relations or a related field.
Administrative experience in human resources and payroll.
Successful experience with course scheduling, academic searches and promotion and tenure processes.
Experience with PeopleSoft, EFS, CCS, and ECAS.
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.
Experience in foreign languages and/or working in an international or intercultural settings.
Demonstrated application of sound business principals.
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: 332411
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.