Job Duties/Responsibilities:
25% - Develops and implements new administrative initiatives, processes and workflows to align with University and Department policy and procedures.
a. Analyze, develop and initiate administrative procedures to best meet the needs of the faculty.
b. Determine and assign the administrative staff to faculty for existing and new faculty who join the department.
c. Analyze and initiate appropriate workflow to administrative workspace by addressing work location of admin staff to supporting faculty.
d. Develop and formalize administrative processes for continuous improvement to support faculty in an effective and efficient manner.
e. In partnership with admin staff, determine deadlines and accountability for efficiency as department adds more faculty.
f. Implement communication plan for administrative team in order to ensure procedures are conducted the same by all team members.
30% - Support department chair and facilitate work outcomes that adhere to reporting requirements, internal processes, regulatory guidelines and ensure the consistency by all staff.
a. Provide support to department chair including but not limited to maintaining schedule, preparing requested documents, prepare travel arrangements.
b. Evaluate the current EFS operations and determine efficiencies to the operations by administrative staff.
c. Determine and implement a cohesive process for department purchases.
d. Adhere to accountability of staff purchases for meetings and events.
25% - Supervise administrative staff.
a. Provide supervision to administrative staff.
b. Along with Department Administrative, hire additional administrative staff as department adds faculty.
c. Conduct annual review process of administrative staff.
d. Address work issues regarding administrative staff.
10% - Adhere to general department procedures by conducting periodic check for accuracy, quality and meeting deadlines.
a. Analyze time management of administrative staff process/procedures and determine any potential efficiencies in procedures.
b. Conduct periodic review of procedures as department grows in order to continue the most efficient steps to meet the requirements for the new faculty.
10% - Oversee office facilities and in conjunction with Department Administrator implement space and equipment changes. Determine solutions to routine technical or operational issues.
a. Review with facilities/work station locations for administrative staff with Department Administrator to ensure best locations to meet faculty needs.
b. Work with administrative staff to ensure all technical issues are resolved in a timely manner.
c. Ensure all required trainings are completed by administrative staff prior to completion deadline.
d. Provide development opportunities for administrative staff to enhance technical/computer skills. All required qualifications must be documented on application materials Required Qualifications:
- BA/BS degree or a combination of related education and related work experience to equal four years.
- Related experience must include supervisory experience and overseeing staff work responsibilities and one year of program/project management or executive administrative experience.
- Flexible, optimistic approach, committed to overcoming challenges; comfortable with change and ambiguity.
- Previous experience supporting executive level manager or multiple managers.
- Demonstrated ability to meet deadlines and perform multiple tasks with accuracy.
- Demonstrated commitment to a high level of reliability, confidentiality and professionalism (i.e., human resource tasks, management of staff, annual performance reviews).
- Adaptable with a strong ability to organize and manage competing priorities.
- Demonstrated ability to lead and motivate staff; i.e, department changes.
- Demonstrated evidence of a commitment to promoting a culture that respects and advances diversity and inclusion of people.
- Prior experience providing exceptional customer service to a variety of individuals.
- Demonstrated creativity and strategic thinking with the ability to take initiative and the willingness to learn.
- High attention to detail; follow detailed processes and ensure accuracy in documentation and data; ability to make a conscious effort to understand causes in addition to effects.
- Excellent written and verbal communication skills.
- Demonstrated proficiency with Microsoft and Google suites.
- Advance knowledge of QGenda scheduling.
Preferred Qualifications:
- Previous experience planning and executing events.
- Knowledge of budgeting and fiscal matters. 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.
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