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Admin Associate 3 Supervisor

Company: University of Minnesota
Location: Saint Paul
Posted on: January 28, 2023

Job Description:

Apply for JobJob ID353349

LocationTwin Cities

Job FamilyAdministration-General

Full/Part TimeFull-Time

Regular/TemporaryRegular

Job Code7208A3

Employee ClassCivil Service

Add to Favorite JobsEmail this JobAbout the Job





ABOUT THE POSITIONThis is a full-time administrative position with the Department of African American & African Studies in the College of Liberal Arts at the University of Minnesota. The position serves as an advisor to the Department Chair on long-range planning, administrative and financial matters and acts as a liaison to the Dean's office for finance, HR, and other departmental matters. The position leads, organizes, and oversees the administrative day-to-day operational, business, and financial operations for the Department. Also, this position is expected to effectively communicate and interact across multiple reporting relationships and to collaborate with colleagues internal/external to the institution to advance the mission of the Department. PRIMARY PURPOSELeads in the planning, development, and management of the unit's administrative structure -- from budget management and human resources to faculty affairs and undergraduate and graduate program and public engagement support -- to enhance its distinct academic authority. The Department of African American & African Studies (AA&AS) anchors humanities and social science research, critical teaching and learning in undergraduate and graduate education, and deep community partnerships to respond to societal challenges that are still unmet in the United States the world over. Creates and implements the strategies of administrative management and improvement grounded in the principles of equity, inclusion, and justice to achieve synergy among faculty, students, local educators, and community members.

Strategic and Administrative Operation: 40%

-Collaborate with the Chair in strategic planning (budget, student services, faculty affairs, human resources, space, and technology).
-Plan and oversee the development and implementation of departmental policies and procedures in the areas of faculty affairs, student services, and public engagement.
-Manage the day-to-day departmental operations, as well as designing policies and procedures that best meet the needs of constituents within the College and across the University.
-Implement best practices for streamlining productivity and developing a positive workplace.
-Develop annual calendar, set deadlines and priorities, determine annual projects, and events.
-Manage the administrative, personnel, and support functions of the unit.
-Develop and maintain effective working relationships with critical departments in the college and represent the department's interests in dealing with the college and outside community.
-Oversees department communications (print and web).
-Work closely with faculty officers (DUS and DGS) to develop, create, and prepare programming needs including communications, reporting and other duties as assigned.
-Research and prepare complex reports and dossiers.
-Represent the department to other administrators and staff by serving on committees at the college and university levels and engaging outside agencies.
-Oversee, coordinate, and manage as DFR for space reporting, key management, building access and building safety planning work.
-Point of contact for facilities management issues on Social Sciences Building 8th floor (West Bank Campus).
-Manage electrical installations, computers, phones, printers, projectors, and recycle all appropriate equipment as scheduled by the college.
-Resolve staff and academic situations regarding front office, office equipment and classroom and course management.
-Manage promotional and tenure cases.

Human Resources: 30%

-Establish procedures for adherence to HR policies, including hiring, leaves, phased retirements, and other benefits.
-Develop, implement, and manage effective onboarding and offboarding processes and resources for new departmental employees including graduate and undergraduate students, in collaboration with CLA HR.
-Supervise administrative staff and student workers.
-Oversee appointments and payroll processes for faculty, staff, and graduate students.
-Manage faculty searches, including corresponding with candidates, etc.
-Prepare and process visa applications and extensions for international employees.
-Oversee and coordinate promotion and tenure activities, and various award processes.
-Assist faculty with the hiring process for research assistants, one-time consultants, etc.

Fiscal: 20%

-Advise and assist the Chair, faculty, and staff on budget issues relating to funding, including preparation of annual departmental budgets.
-Coordinate with the fiscal service team to manage the fiscal activities of the unit including budgeting, expenditures, development of budgets for proposals, and long-range fiscal planning.
-Initiate forms for scholarships and departmental fellowships.
-Assist Principal Investigators, Directors, and accountants in the ongoing administration of grants and contracts.

Graduate Program Coordinator: 10%

-Represent department graduate program and assist Director of Graduate Studies to process Ph.D. students who are graduating with AA&AS Graduate Minor.
R-eview and update the Faculty Role List for the AA&AS Graduate Minor Program.
-Place or remove holds on student accounts and authorize registration, curricular, and some policy exceptions (e.g., extension of leave of absence).
-Work under supervision with latitude to make decisions on own work, i.e., selecting from a few, alternatives, timing of tasks, and determining use of resources.

Qualifications





Required Qualifications

BA/BS, and four years of professional work experience in higher education, community or interest-based organizations, cooperative extension, adult education, foundations, or related organizations, or a combination of relevant education and experience totaling eight (8) years. Experience providing administrative support to a chair or director. Two (2) years of progressive administrative and supervisory experience. Demonstrated organizational skills and a high level of attentiveness to detail and accuracy. Excellent interpersonal skills, including the ability to work with a wide variety of individuals and demonstrated experience in considering multi-cultural perspectives in communications and outreach. Excellent written, oral, and communication skills Demonstrated experience working with and maintaining sensitive and/or confidential information and documents. Demonstrated experience in human resources, payroll, and personnel management. Demonstrated experience in budget planning, development, and management. Demonstrated experience managing multiple projects requiring multiple deadlines and priorities. Experience with at least two of the following: academic searches, promotion and tenure, curriculum management, graduate programs, budget management, and human resources.
Preferred Qualifications
Knowledge and/or experience with PeopleSoft or similar enterprise systems. Demonstrated knowledge of and experience with UMN policies, systems, and procedures, and a working understanding of different levels of the university governance system. Payroll and financial documentation preparation experience. Experience with student and scholar work visa applications for international employees and scholars. Expert computer skills in accessing data from various sites and forms, software applications, online databases, online reporting, manipulation of reports for end users, preparing presentations, and web maintenance and development. Successful work experience with event coordination. Analysis and critical thinking skills. Proofreading experience

About the Department





The Department of African American & African Studies plays an important role in the University's rich liberal arts tradition. The department offers students opportunities to explore the study of global African people's histories, literary arts, creative expressions, everyday life, material culture, economic development, political systems, and the intellectual movement in the African diaspora and on the continent. An undergraduate major in African American & African Studies provides students with a multidisciplinary perspective, including history, political science, sociology, archeology, literature, music, and art. Courses and faculty are drawn from the department, as well as from other units of the University. About the College of Liberal ArtsHome to the arts, social science and humanities disciplines and programs, the College of Liberal Arts comprises 31 academic departments, and over 20 interdisciplinary research centers and administrative/support units. CLA has over 1200 faculty and staff spanning research, teaching, advising, outreach, and administrative functions. CLA units reside in over twenty buildings on the East Bank and West Bank of the Twin Cities campus. CLA enrolls nearly 14,000 undergraduate students, half of the undergraduate enrollment on the Twin Cities campus, and over 1,600 graduate students and has an annual all-funds budget of over $250 million.CLA is a destination for curious, compassionate individuals who are committed to making our increasingly interdependent and diverse global community work for everyone. That foundational commitment begins in our CLA Constitution. CLA is committed to increasing enrollment of underrepresented and under-resourced students, diversifying our faculty across all disciplines, recruiting, and retaining a diverse staff, and promoting the expression and exploration of diverse perspectives and viewpoints-so that we all gain the background knowledge and analytical skills we need to understand and respect differences. Diversity, Equity, and Inclusion in CLA Working in CLA

Benefits





Working at the UniversityAt the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.The University also 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 Scholarship
  • 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 costPlease visit the Office of Human Resources website for more information regarding benefits.

    How To Apply





    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 cover letter and resume are required.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-UOHR (8647).

    Diversity





    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.

    Employment Requirements





    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.

    Please note: All employees at the University of Minnesota are required to comply with the University's Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit: https://safe-campus.umn.edu/return-campus/get-the-vax

    About the U of M





    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.

Keywords: University of Minnesota, St. Paul , Admin Associate 3 Supervisor, Accounting, Auditing , Saint Paul, Minnesota

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