Earth & Environmental Sciences
Administrative Manager 2
Job Code 9341M2 (P&A job class)

Summary
This position leads, directs, manages, and overseas the administrative day-to-day operational, business/financial operations, and human resource functions of the department. It functions independently in directing the work of administrative support staff to support the needs of the department*, and in handling special projects and assignments requested by the Department Head. The person in this position must have the ability to communicate and interact effectively across multiple reporting relationships and to collaborate with colleagues internal/external to the institution.  Serves as an advisor to the Department Head on long-range planning, administrative and financial matters. Act as a liaison to the Dean’s office for finance, HR, and other department matters.

*The School of Earth & Environment is the umbrella over the academic department and three major research centers. Administrative support staff primarily support the academic department, however in the areas of human resources and finance, this position and its staff also support the three research centers.

Strategic and Operational Management (30%)

• Supervise administrative support staff for the department, including finance, student services, communications, and any student worker personnel, ensuring the day-to-day operational and business needs are effectively and efficiently met.
• Identify, respond to, and initiate opportunities for improved customer services and organizational efficiencies.
• Manage and direct regular administrative staff meetings.
• Conduct annual staff performance assessments.
• Serve as back up to all supervised positions.
• Meet with the Department Head on a regular basis.
• Coordinate data collection for annual Head meeting with Big Ten Academic Alliance.

Human Resources (30%)

• Serve as the primary department resource for University, collegiate and department HR policies, procedures, and practices.
• Coordinate faculty searches, as well as the onboarding transition process for new faculty and research and support staff.
• Facilitate the hiring process for all personnel within the department and School by utilizing the University’s recruiting system and providing appointment letters following University and College guidelines for the hiring process.
• Review and process reclass and off-cycle increase requests; research and provide comparative data.
• Handle all visa-related issues for international scholars hired or visiting the department.
• Work with payroll accountant to ensure that all appointments are processed in the payroll system to avoid delayed pay or over payments.
• Coordinate annual departmental P&T process to ensure a complete and properly formatted dossier is submitted to the College within set timelines.
• Coordinate annual performance review process for the department and School, including working with the Department Head to review and assess merit pay.
• Work with College HR director and Department Head to assess employee engagement; propose and implement plans to help make improvements.
• Manage off-boarding for employees, including faculty retirements.

Finance (30%)

• Primary contact for the College.
• Review and assess spendable amounts for non-sponsored, Endowed and Foundation accounts with Head and accountant. Authorized signer for Foundation accounts.
• Itemized Budget review of O&M funds with Head and accountant and meet annually with the College and Head.
• Coordinate Student Awards process.
• Manage STAR Spending plans (scholarships/fellowships, Foundation accounts) and scholarship entry.
• Responsible for course fee management.
• Manager for PCard and TCards.

Facilities and Space Management (5%)

• Primary contact for inventory of Capital Assets.
• Department Facilities Representative.
• Space Management for the School.
• Office assignments in Tate Hall.
• Designated Responsible Authority (DRA) Driver’s roster.
• Technology – phones, jacks; digital display manager.
• Manage F&A Space Survey Project, every 4 years.

Misc. (5%)

• Attend collegiate administrator meetings on a monthly basis.
• Serve on collegiate and University committees as appointed and elected.
• Oversee staff coordination of departmental events including alumni events, graduation receptions, capstone mentor appreciation dinners, and special lectures/events. Attend such events.
• Attend faculty meetings, provide administrative updates.
• Plan, prioritize, and lead special projects as assigned.
• Own and manage departmental email accounts.
• Set up secure voting as needed.
• Courses/Instruction – member of the department curriculum committee; back up for program and course entry (currently PCAS and ECAS) and course scheduling in PeopleSoft (CCS). Assess summer instruction to project funding needs. Maintain ongoing data of teaching load and evaluations.

Minimum qualifications:

• BA/BS degree in either human resources, accounting, business administration, or related field, with at least 8 years of experience.
• Prior management/oversight of a small department or interdisciplinary team.
• Experience with PeopleSoft systems (finance, human resources, student).
• Administrative experience in a professional setting in which the candidate has excelled in collaborative project management and leadership in performing administrative or supervisory functions.
• Demonstrated excellent written and verbal communication skills with detail oriented and strategic aptitude.
• Ability to solve highly varied and unpredictable situations, that are often complex and non-recurring, where new and creative approaches are required.

Preferred qualifications:

• Demonstrated ability to manage human resources functions and issues.
• Progressive financial and budgetary management including forecasting, modeling, planning and analysis.
• Progressive responsibility overseeing programs and project management.
• Self-motivated and strategic thinker.
• Proven record of establishing and maintaining effective and responsible working relationships with people from diverse communities and cultures using tact, diplomacy, initiative, and sound judgement.
• Demonstrated ability to work successfully with a diverse group of internal and external clients.
• Demonstrated understanding and appreciation of the challenges facing a large public university and experience working with faculty and university staff.
• MA in related field.
• Knowledge of University of Minnesota financial and HR policies and procedures.
• University of Minnesota Certified Approver.

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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