This 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.
Leads 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.
-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.
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.
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.
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.