Assistant Director Operations

Company: University of Minnesota
Location: Saint Paul
Posted on: January 24, 2023

Job Description:

Apply for JobJob ID352644
LocationTwin Cities
Job FamilyStudent Services
Full/Part TimeFull-Time
Regular/TemporaryRegular
Job Code9703ED
Employee ClassAcad Prof and Admin
Add to Favorite JobsEmail this JobAbout the Job


Orientation & Transition Experiences centers collaboration and team-based values in the work we do both internally and externally. A primary function of OTE is the coordination and development of a comprehensive Orientation and Welcome Week Programs, including all related student leadership and training programs. The Assistant Director of Operations is responsible for Salesforce, management of operations for various programs and services provided by OTE as well as front desk services and office management. This position works closely with all OTE members to create workflows that center efficiency, customer services and the mission and goals of OTE. This position will report to the director of OTE.
DUTIES & RESPONSIBILITIES:
1. OTE Operations (45%)

• Manage day-to-day office operations including front desk management
• Develop and train staff on front desk procedures, customer services approaches, and documentation of student and parent interactions through CRM case management system.
• Coordinate the scheduling and traveling needs for personnel searches for the unit.
• Work with University departments and outside vendors to purchase equipment, supplies, clothing/uniforms, software, and other items.
• Assist with program check in processes and coordination.
• Develop and initiate operational procedures to meet program goals and priorities for the success of OTE programs and services. Examples include Parent Registration systems, check-in protocol, Welcome Week Registration and Pre-Departure China Orientation.
• Provide oversight and project management of the International Academic Enhancement fee, including but not limited to assessment, financial tracking and document review along with partnerships in International Student and Scholar Services. This work is led by the Associate Vice Provost for Strategic Enrollment Initiatives and the Assistant Dean and Director of International Student and Scholar Services.
• Assist with planning and coordination of the biannual Student Success Conference which is an experience offered on the Twin Cities campus for staff and faculty delivered in coordination with the Office for Student Affairs and the Office of Undergraduate Education.
• Conduct analysis and make recommendations to improve efficiencies and effectiveness of business operations to best align overall area goals. Independently review and refine office functions for maximum impact and efficiency.2. CRM Management & Application Management (45%)
  • Oversee Salesforce in conjunction with the director.
  • Ensure OTE business needs are met through technology offerings.
  • Liaison with campus partners such as housing to integrate data into Salesforce.
  • Develop and manage reports and data within Salesforce CRM for use in OTE projects, programs, assessment, and targeted communications.
  • Facilitate and manage the development and implementation of mobile applications (Gopher Transitions) and web-based technologies (Transition Experience Hub/Salesforce Communities) to meet OTE's programmatic and strategic needs.
  • Create and maintain documentation regarding business practices and technology systems.
  • Assist with data analytics within the CRM Salesforce on OTE program attendance to assist with retention initiatives.
  • Manage parent and family registration in the CRM Salesforce that includes: Payment Card Industry Data Security Standard (PCI DSS) compliance through annual audits ensuring that required documentation is meeting industry mandates3. Supervision (10%):
    • Recruit, select, train, supervise and Office Assistants (4-6) who work at the front desk.
    • Execute performance review process for Office Assistants on semi-annual basis.
    • Recruit, select, train, and supervise 12 Operations Crew members that support OTE programs.
    • Empower direct report to work directly with all OTE staff on deliverables
    • Conduct regularly scheduled team meetings.
    • Facilitate a collaborative work environment that fosters a team environment with respect, inclusion and opportunity.
    • Treat all personnel matters in confidence, with professionalism, sensitivity and in a timely manner
    • Develop, conduct and manage training and professional development for direct reports.6) Other Duties as assigned.
      
      Qualifications
      
      
      Essential Qualifications:
      * A BA/BS degree plus at least four years of relevant work experience, or master's degree plus two years of relevant work experience.
      * In-depth understanding of student development and student transition issues.
      * Demonstrates the ability to communicate effectively both orally and written.
      * Demonstrates the ability to manage details related to leader schedules, programs logistics and training implementation.
      * Commitment to diversity and inclusive excellence.
      * Position requires work on evenings and weekends.
      * Employment is contingent upon completion of background verification with satisfactory results as required by law and University policy.
      
      Preferred:
      * A Master's degree in Higher Education, College Student Personnel, or other related areas.
      * Two years previous experience in a higher education environment, orientation programming, leadership development and training, or experience in other related areas.
      * Previous experience developing training and facilitating leadership development workshops.
      * Collaborative and diplomatic relationship style; promotes respect and practice of civility and inclusivity in the workplace.
      * Ability to work and communicate across organizational programs and priorities.
      * Previous supervisory experience of staff (student or professional).
      * Previous experience in orientation, transition and/or retention programming.
      * Previous experience coaching or mentoring individuals and teams.
      * Flexibility and adaptability to change.
      * Ability to make data-driven decisions regarding programmatic efforts.
      About the Department
      
      
      Orientation & Transition Experiences (OTE) is a department within the Office of Undergraduate Education. In an effort to support each student during their transition to the U of M and on their path to graduation, Orientation & Transition Experiences offers high-quality, dynamic experiences that cultivate community and empower students to champion their own development and leverage campus resources.
      Benefits
      
      
      Working at the University
      At 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. This position has the Academic Professional and Administrative (P&A) classification in the Student Services Job Family Professional 3, is 100% time, 12-month annually renewable appointment. This position is considered a strategic, mid-level position. Salary is commensurate with experience and includes a substantial benefits package. Salary range is $50,000 - $55,000.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
      • 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)
      • Financial counseling services
      • Employee Assistance Program with eight sessions of counseling at no costPlease visit the 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.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:
        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 , Assistant Director Operations, Executive , Saint Paul, Minnesota