Office Admin Service Supervisor - Dept of Education

This is a 12-month, full time continuing Civil Service staff position.

Job Code 7208S1 Office Admin Service Supervisor

This position is integral to the administrative infrastructure of the Department of Education within the College of Education and Human Service Professions. It provides essential operational support to academic programs and faculty, ensuring the effective delivery of services that support student success. The role oversees departmental budgets, faculty workloads, and program scheduling to ensure efficient and effective operations. This role is in-person.

This position serves as a key advisor to the Department Head and a diverse faculty, providing expertise across all essential functions outlined in this position description. The role requires the ability to analyze and integrate data from multiple sources, apply comprehensive knowledge of the department's complex operations, and support informed decision-making. Success in this position depends on exercising sound independent judgment with minimal direction, maintaining professionalism in high-pressure situations, and demonstrating exceptional coordination and
high level problem solving skills to ensure the timely and accurate completion of critical departmental functions. The key duties and responsibilities of this position are outlined below.

Budget and Finance (40%)

• Maintain, monitor, resolve and reconcile departmental budgets;
• Prepare monthly summary balance statements for all departmental accounts, including SE&E, faculty start-up funds, faculty grants, travel grants, technology grants, undergraduate research grants, Chancellor's Small Grants, Grant-in-Aid, research grants, and sponsored projects;
• Reconcile monthly procurement card (P-card) transactions;
• Review biweekly payroll reports for accuracy and compliance;
• Submit TDX tickets for new vendors, check requests, and requisitions;
• Process travel and expense reports, as well as student UROP payments;
• Receive and verify purchases within the Enterprise Financial System (EFS);
• Collaborate directly with the collegiate administrative manager on financial and payroll matters;
• Authorize discretionary Departmental spending on supplies and minor equipment.

Scheduling, Workload, and Course Access (35%)

• Collaborate with the department head, associate dean, and administrative manager to prepare the annual course access request;
• Coordinate with Office of Accreditation, Licensure, & Field Experience to ensure requirements for accreditation-related Teacher Qualifications are aligned with workload assignments
• Consult with Program Coordinators across multiple programs on course offerings: assemble information, cross-reference courses across all programs checking faculty, course times/days and room assignments for overlap.
• Generate reports and projections for the department head regarding the number of tenured, tenure-track, and term faculty positions required to support academic programs;
• Monitor, track and enter faculty workload to ensure appropriate distribution and compliance;
• Schedule courses and submit classroom requests through PeopleSoft HRMS;
• Serve as the primary liaison to the Registrar's Office.
• Collaborate with the Department Head on annual faculty workload assignments and identify new hiring requirements in alignment with PELSB guidelines.
• Support the Department Head with course and program proposals by ensuring proper formatting and routing procedures are followed.

Search Process and Hiring (5%)

• Provide administrative support to faculty search committees throughout the hiring process;
• Coordinate and process new hire documentation for faculty, staff, and student employees, ensuring timely support of the hiring process and compliance with institutional policies and established procedures;
• Provide assistance with Memoranda of Understanding (MOUs) for workstudy and community programs, such as America Reads and Counts;
• Prepare and compile required documentation for entry into PeopleSoft HRMS;
• Department Federal I9 coordinator.

Supervision of Staff (10%)

• Direct the hiring process for departmental support personnel and facilitate their training once employed;
• Manage employee performance, including conducting probationary and annual evaluations;
• Train and orient new employees to departmental procedures and expectations;
• Oversee workload distribution and assignments, ensuring timely completion and follow-through;
• Meet regularly with support staff to review priorities and ongoing tasks;
• Coordinate with the department head, program coordinators and Director of Graduate Studies to align staffing priorities with departmental needs;
• Keep the department head informed of support staff activities and performance.

Office Management (10%)

• Collaborate closely with the department head to ensure adherence to collegiate and campus deadlines;
• Attend departmental and staff meetings;
• Serve as a point of contact for faculty and staff, offering instruction regarding University and Departmental guidelines and protocols;
• Recruit, train, and oversee departmental student workers, including those in Work-Study roles and Undergraduate TAs, while managing weekly timesheet approvals;
• Maintain and organize departmental files and archives;
• Compose and prepare correspondence, forms, orders, and other documents as needed;
• Stay current on applicable policies, procedures, and administrative requirements;
• Participate in training related to systems and procedures (e.g., PeopleSoft, PEAK);
• Analyze organizational operations within the Department and recommend new policies and procedures;
• Perform other duties as assigned.

Priority Deadline Note: The application review will begin on August 10, 2026.

Visa Language: Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

Required Qualifications

• Associate's degree in business administration, finance/accounting, human resources, or a highly related field and relevant administrative experience totaling at least 4 years; OR
• Bachelor's degree (BA/BS) in business administration, finance/accounting, human resources or a highly related field and relevant administrative experience totaling at least 2 years; OR
• Administrative experience totaling at least 5 years.

Preferred Qualifications

• Excellent written and verbal communication skills
• Ability to collaborate and build relationships with a wide range of people who have different backgrounds, perspectives, roles, or interests
• Demonstrated initiative and ability to work independently
• Strong organizational skills, including the ability to prioritize tasks and meet deadlines
• Detail-oriented, organized, and thorough in completing work
• Adaptable to uncertainty, complexity, and changes in work processes
• Experience supervising one or more employees, with a demonstrated ability to manage staff by providing training, delivering feedback, and monitoring performance.
• Experience using G Suite applications (e.g., Gmail, Google Calendar, Google Drive);
• Proficiency in Microsoft Excel and Word;
• Knowledge of basic accounting principles and practices.
• Knowledge of accreditation processes and procedures

Pay Range: $25.00 per hour - $27.50/per hour; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

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

While our salary ranges provide a framework, it is important to note that most of the
time, the initial pay may not reach the maximum of the range. This approach ensures
that compensation reflects the value and unique contributions of each candidate while
maintaining equity within our organization. As part of our commitment to fair and
equitable compensation, please be aware that the salary offered to incoming candidates
will be based on their individual credentials and experience.

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.

A Resume and Cover Letter are required when submitting an application in order to be considered for the position.

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.

University of Minnesota, Duluth (UMD)

The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report's "America's Best Colleges" issue.

Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.