The Department Administrator serves as the assistant to the Chair and has primary responsibility for the administrative operations of Organization Leadership Policy and Development (OLPD). This position provides strategic support to the Chair, working to align the budget, data systems, operations in support of research, facilities, human resources, technology, communications, and other operational areas with the department's strategic goals, and complies with all department, college, and University policies and procedures. This position works closely with the college’s Finance, Human Resources, Facility, and Communications teams and fosters effective relationships with key constituents. The successful candidate will possess a great customer-service attitude, demonstrate value for diversity and inclusion, and have the ability to lead and execute solutions-oriented strategies for the department. Duties/Responsibilities
Strategic and Operational Management (30%)
Have thorough knowledge of the department, college, and University’s missions, initiatives, policies, and procedures, and incorporate them into daily work. Facilitate change, train, and communicate policy and procedure updates as new initiatives occur.
Participate in the support of department strategic planning process, including the development of planning documents, budget proposals, and associated communications, marketing, and implementation plans.
Oversee and manage processes and systems that support the development of new initiatives and realignment of existing programs.
Anticipate, plan, and oversee the daily and strategic administrative operations of the department, including, but not limited to, systems and structures for financial planning, management, and reporting; human resources management and supervision; data maintenance, storage, and analysis; operations in support of research; facilities and equipment; technology acquisition, access, use, management, and security; communications strategic planning and implementation.
Investigate and resolve administrative problems, gather related data, analyze past and current practices, and recommend possible solutions.
Provide leadership for administrative staff and foster a respectful, positive, and team-oriented working environment.
Serve as administrative liaison between the department and college personnel/other University units.
Human Resource Management and Supervision (30%)
Serve as primary department resource for, and oversee compliance with, University, college, and department HR policies, procedures, and practices, including but not limited to: searches, professional development (e.g. sabbatical, single semester leaves) and other leaves, annual performance review process, promotion and tenure process, employee relations, and governing policies including labor represented contracts and Civil Service Rules in consultation with CEHD Human Resources (CEHD HR).
Ensure strong working knowledge and application of all HR processes and documentation are completed in compliance with University and accreditation standards for the department (i.e., new hire processes, appointment letters and activation, performance reviews, appointment terminations, etc.)
Advise Chair of staffing needs and necessary personnel actions, serving as a resource regarding management of department human resources issues in consultation with CEHD HR.
Co-lead with Chair the employee engagement process including promotion of survey, distribution of results, and planning for strategic initiatives. In addition, provide leadership with employee engagement efforts with administrative staff.
Supervise administrative staff. Recruit, interview, hire, and orient; train and coach; evaluate and manage performance (meet regularly with each individual to discuss performance, train, answer questions, or provide feedback as appropriate); take appropriate action related to performance and ensure appropriate consequences, positive as well as corrective. Provide annual performance review and professional development planning for each administrative staff member. Promote diversity and equity initiatives.
Assign work, duties, and special projects as appropriate for the needs of the department. Track status of work, duties, and projects to ensure timely and efficient completion and high quality results.
Secure maintenance of department personnel files and the updating of department information and data systems when leaves, promotions, retirements, resignations, terminations, and other changes occur.
Financial Responsibilities (20%)
Oversee department’s finances in consultation with the Chair and CEHD Financial Services Office (FSO). Act as Departmental approver, as defined by CEHD FSO policies.
Ensure department practices and procedures are compliant with CEHD FSO and University policies.
Partner with FSO to monitor accounts and provide regular financial reports to Chair and to faculty members with accounts; advise the Chair of trends and patterns.
In partnership with FSO, coordinate the budget process within the Department, and stay briefed on status of external funding sources (grants, external sales, gifts, etc.)
Ensure that appropriate chart strings are assigned to Department revenue and expenditures.
Facility Management (10%)
Oversee the management of the department's physical facilities, information services, and building services.
Serve as department liaison with CEHD Facilities Director.
Other Duties (10%)
Manage the calendar and schedule meetings for the Chair.
Ensure communications and marketing needs of the department are being met.
Complete projects as assigned by Chair.
Bachelor’s degree plus 4 years of administrative experience or a combination of related education and work experience to equal 8 years.
Three to five years of experience in financial planning and human resource management and operations.
Strong interpersonal relationship skills; effective communication; and conflict management.
Demonstrated experience working with constituents from diverse backgrounds.
Proficient with Microsoft Word, Excel, PowerPoint and databases.
Three to five years of supervisory experience
Demonstrated ability to manage confidential information; effectively lead and drive change; influence without authority; and drive successful outcomes.
Effective organizational skills; ability to deal successfully with multiple tasks and shifting priorities; and work independently as well as collaboratively in a team environment.
Working knowledge of higher education structures.
Internal Number: 333184
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.