Department & Office Administrator

The Department Administrator provides leadership for the administrative functions of the Department. This position advises and supports the Department Head in conducting the administrative and strategic operations of the department and represents the Head and Department in various meetings and settings. The primary areas of responsibility are operations/administration support, staff management, facilities and space planning, connecting with human resources and finance teams, and departmental communication. This position works cooperatively in managing the work environment, preparing the annual budget, and developing appropriate and strategic internal and external communications. This position is expected to take initiative in developing more efficient and effective departmental procedures with a goal of continuous improvement and participating in collegiate and university task forces for broader impact. This individual is responsible for compliance with human resources and related policies and works in partnership with CFANS groups in support of department work.

This position can accommodate a hybrid working schedule when the onboarding period is complete.

Job Duties and Responsibilities

Departmental Operations (50%)

• Direct administrative services and support functions of the department.
• Plans, develops, and manages all department administrative services and support functions.
• Supports and advises the Department Head in carrying out the administration operations of the department.
• Coordinates department operations in the Department Head's absence.
• Serves as liaison between department and college support services.
• Plans and manages special studies and projects for the department; prepares reports and recommendations for policy implementation.
• Supervises administrative staff with responsibility for development, performance management and setting expectations and priorities.
• Compiles, analyzes, and reports to the Department Head financial, human resources, and student data.
• Ensures compliance with academic policies and procedures.
• Conducts short- and long-term building space needs analyses and oversees office assignments for faculty, staff, and students.
• Coordinates with CFANS operations and facilities management on space updates, maintenance and planning.
• Prepares annual department equipment inventory reports.
• Organizes faculty monthly meetings and faculty retreats.
• Prepares departmental space management reports and oversees lab space audit documentation.

People Administration (25%)

• With the department/center/unit leader, manage the people resources by coordinating human resources processes in the department in partnership with CFANS Human Resources
• Verify payroll
• Coordinate the recruitment and hiring processes for temporary/casual, graduate assistants, undergraduate employees, and postdoctoral associate positions
• Coordinate annual merit performance reviews and increases for faculty
• Oversee departmental onboarding and offboarding
• Support employees and supervisors with submitting time sheets and absence requests if needed
• Coordinates academic search processes for faculty and staff in partnership with the CFANS HR department (e.g., scheduling, note-taking, and logistical coordination)
• HR TDX Navigator support to either assist supervisors in making HR TDX requests or in making those requests for supervisors (note: this support role should be shifting away from ADs as we get accustomed to TDX requests and build more resources to guide supervisors)
• Identify and escalate human resources issues to CFANS Human Resources for policy, rule, contract, and legal interpretations and advice
• Oversee non-employee/ Person of Interest "appointments" (e.g., fellowships, affiliate/adjunct faculty)
• Assist supervisors with possible workers compensation injuries (submitting First Reports of Injury)
• Prepare visa documentation in collaboration with UMN's International Student and Scholar Services.

Fiscal Management 10%

• Supports the preparation of departmental annual and administrative budgets by the CFANS Finance team and Department Head.
• Tracks department fellowship and scholarship funds and advises Department Head on resources available for awarding department scholarships and fellowships and teaching assistantships
• Works with Department Head, graduate program leads and faculty committees in awarding departmental fellowships.

Strategic Planning and Advancement 15%

• In consultation with the Department Head, coordinates strategic planning efforts within the department and across department and collegiate lines of reporting to elucidate mission and goals and make recommendations to the department strategic plan.
• Compiles and presents current and historical data needed for prioritization and decision-making.
• Supports developing and enhancing internal and external relations strategies that integrate and highlight the capabilities of the department across a broad spectrum of internal and external partners.
• Collaborates with the Department Head in development efforts, including the management of stewardship administration in collaboration with CFANS Development Office; monitoring and making recommendations regarding development fund balance
• Supports departmental communication efforts maintaining mail lists and newsletters, and coordinates with alumni relations and other CFANS offices.

Essential Qualifications

• BA/BS with at least 2 years of experience or a combination of related education and work experience to equal six years
• Supervisory experience
• Progressively responsible experience in office management, including experience in human resources, communications, strategic budgeting and facilities management
• Strong computer skills and experience in Word, Excel, database management and reporting in a computer network environment
• Evidence of experience in writing complex correspondence, reports, policy documents, and planning documents
• Demonstrated ability to multitask, prioritize and manage competing assignments/projects, working under multiple deadlines and priorities

Preferred Qualifications

• Evidence of strong interpersonal and communication skills with a variety of personalities
• Experience in the University of Minnesota system or other academic setting
• Evidence of knowledge and appreciation for research, teaching and outreach efforts and results
• Evidence of working collaboratively with others to address and resolve problems
• Evidence of negotiating and consensus building skills
• Evidence of a balance of skills in attention to details and seeing the big picture
• Evidence of handling and managing sensitive, personnel and confidential information
• Evidence of commitment to inclusive practices and equity

Pay Range: $62,400 - $68,640 ($30.00 - $33.00 per hour); depending on education/qualifications/experience

Time Appointment Category: 100% Appointment, 12 month, hybrid schedule

Position Type: Civil-Service

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).