Undergraduate Programs Administrator

This position manages the Department of Horticultural Science and Department of Agronomy & Plant Genetics' undergraduate programs student services functions. It works with the
department heads, Directors of Undergraduate Study (DUGS) and instructional faculty and staff in the functional areas of recruiting, admissions, registration, program management, retention as well as supporting the administration of the Department of Horticultural Science. This may include managing all undergraduate, MAST and temp/casual hiring in the department, working with faculty and staff to resolve problems, developing improved procedures and clarifying policies related to undergraduate education in the Department.

This is an 12 month, 100% time Civil Service, hourly position with work schedule on campus M-Th, 8:00AM - 4:30PM, remote work on Fridays.

Job Duties

60% Academic Program Management

• Oversee all course-related issues in conjunction with the department heads and undergraduate program directors for the following: Plant Science undergraduate major, Sustainable Agriculture and Food Systems undergraduate major, horticulture undergraduate minor, Agronomy undergraduate minor, Food Systems undergraduate minor, and sustainable agriculture undergraduate minor to include:
  • Course administration and scheduling for HORT, PLSC, FDSY, AGRO, and SAGR-designated courses (4000 and below) as well as coordinating course logistics such as course approvals and descriptions, evaluations, textbooks, field trips, fulfillment of program requirements, grade submission and reporting, etc.
    • Draft, review and finalize class schedule offerings in CourseDog in
      consultation with program chair and course instructors, using permission numbers and knowledge of individual course and instructor needs. Advising on college policy and shepherding the courses through the approvals process.
    • Work with the Graduate Program Coordinator (GPC) on cross-listed courses for CourseDog Submission.
    • Manage the directed studies process, coordinating with students and faculty/instructors. This also includes assisting with final grade submissions for directed study courses.
    • Manage course fee budgets and allocations.
    • Compile student data to make recommendations for curriculum and course decisions
• Provide programmatic and student data and reports using University systems (e.g., PeopleSoft, APAS, and UMReports, etc.). Perform student records updates. Manage data queries and provide relevant data for course planning, curricular planning and instructional support planning.
• Ensure highly sensitive and confidential student data is communicated and managed appropriately across applications and platforms.
• Understand and apply FERPA (Federal Education Records Protection Act) in this context and serve as a reference for faculty and staff who have questions about FERPA.
  • Facilitate the curriculum approval process and update program information
  • Collaborate with faculty to ensure completion of program requirements
  • Arrange and attend regular meetings with program advisors, student services personnel, major advisors, and collegiate recruiters for both majors.
• Lead scholarships and fellowships process for undergraduates in PLSC and FDSY and the departmental scholarships and fellowships process for graduate students.
  • Monitor and forecast balances for scholarship and fellowship accounts (PLSC, FDSY, and Hort Departmental).
  • Facilitate and support scholarship committees, finance staff, and department head in the selection and awards process

15% Undergraduate Recognition & Recruitment

• Partner with departmental communication staff to develop and execute strategies to increase student engagement, and promote program courses
• Serve as the point of contact for undergraduate events
• Develop, coordinate, and plan events for undergraduates in majors
• Develop, coordinate, and plan recruitment events

15% Employment and Personnel Management - Hourly Hires

• Manage hourly hires (undergraduates, temp casuals, and MAST), ensuring all paperwork is completed and submitted, and audit appointments once entered
• Work with faculty & departmental staff in conjunction with the college employee experience lead to determine hiring needs

10% Administrative Support

• Assist students, staff, and faculty with department administrative office related responsibilities such as:
  • Serve as a backup for mailings and special Departmental projects involving shipping and receiving and the department's FedEx
  • Order supplies for front office and administrative activities
  • Serve as a backup for parking validation
  • Assist members of the department with room scheduling, as needed.
  • Serve as a backup for parking validation
  • Assist members of the department with room scheduling, as needed.
• Facilities Support
  • Assist members of the department with small-scale facility maintenance requests
  • Manage key database, requests, and issuance

Required Qualifications

• BA/BS, or a combination of education and relevant work experience to equal at least four years.
• Experience working in an office setting
• Excellent interpersonal and communication skills with an ability to work collaboratively with diverse audiences
• Proficient with Microsoft and Google suites, with the drive to learn new systems as needed
• Demonstrated experience working independently and as part of a team

Preferred Qualifications

• Experience working in a reception or customer support role
• Experience coordinating complex administrative activities involving multiple stakeholders
• Experience planning and coordinating event logistics
• Experience working in higher education or an academic setting
• Experience providing and administering academic programs and/or services for postsecondary students

Pay Range: $26.50 - $27.50 per hour; depending on education/qualifications/experience

Time Appointment: 100% Appointment

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.

A cover letter is preferred with your application.

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).