The position leads, organizes, directs, manages, and oversees the administrative day-to-day operational, business and financial activities of the department consistent with priorities established by the department head. The position functions independently in directing the work of administrative 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 all levels of employee groups (faculty, staff, and students) and to collaborate with colleagues internal/external to the institution. This position serves as an advisor to the department head on long-range planning, administrative, and financial matters and acts as a liaison to the Dean’s office for finance, HR, facilities, and other department matters.
JOB DUTIES: Strategic, Project, and Operational Management (40%):
Supervise administrative support staff for the department, including financial professional employees, academic programs coordinators, executive office and administrative specialists, and communications specialists. Ensure the department’s day-to-day operational and business needs are effectively and efficiently met.
Identify and respond to opportunities for improved customer services and organizational efficiencies in a growing department.
Oversee communications staff and departmental communication.
Assess personnel and execute appropriate measures to enhance performance and staff efficiencies.
Plan, prioritize, and lead special projects as needed and as assigned.
Create a positive, team-oriented working environment.
Manage and direct regular administrative staff meetings.
Provide leadership to promote diversity, equity, and inclusion in the department, college and the University. Advocate, as needed, on behalf of the department.
Stay current on University policy changes to provide guidance to the department head and the department.
Human Resources (25%):
Serve as the primary department resource for University, collegiate and department HR policies, procedures, and practices.
Lead development and maintenance of written departmental processes and procedures.
Oversee payroll function and staff in the department to ensure pay is processed in a timely and efficient manner.
Oversee the on-boarding process for new faculty and staff.
Oversee the hiring process for all personnel within the department.
Lead a department supervisors monthly meeting for training and on-going support.
Set staff goals and conduct annual staff performance assessments for direct reports and oversee the process for the entire department.
Responsible for oversight of all financial functions in the Department of Computer Science & Engineering.
Identify, research, analyze and compile information and data, including interpretation of relevant policies, for informed decision making.
Authorize and control expenditures on behalf of the department, ensuring University, collegiate, funding agency and department policies and procedures are followed.
Analyze annual expenditures and present results to the department head.
Manage the development of the department’s annual budget.
Oversee the department’s endowment and Foundation funds.
Oversee the funding of chair, setup, and miscellaneous department and collegiate commitments.
Ensure that instructional fee requests and course fees rates are appropriately set.
Manage and audit departmental scholarships and fellowships in collaboration with the student services and finance team.
Facilities and Equipment Management (10%):
Serve on the Department Safety Committee to ensure a safe environment for students, staff, and faculty, and implement the building emergency plan.
Serve as the Department Facility Representative
Assess the department’s facility needs, and assist head in needs prioritization.
Oversee remodeling projects.
Oversee the acquisition and maintenance of capital equipment.
Investigate complaints related to facility management issues and oversee their resolution.
Maintain accurate records of department space in the University's space management system.
Oversee building/lab access.
Attend collegiate administrator meetings and disseminate relevant information to staff and faculty.
Serve on collegiate and University committees as appointed and elected.
Oversee the coordination of all departmental events and attend events as necessary.
Oversee adherence to the records retention policy.
BA/BS in Accounting, Human Resources, Business Administration or related field with at least 8 years of experience.
Prior oversight and supervisory responsibility for at least a small department or interdisciplinary team.
Demonstrated ability to work successfully with a diverse group of internal and external clients from diverse communities and cultures using tact, diplomacy, initiative, and sound judgement.
Demonstrated excellent written and verbal communication skills with detail oriented and strategic aptitude.
Self-motivated and strategic thinker with the ability to solve highly varied and unpredictable situations that are often complex and non-recurring where new and creative approaches are required.
Administrative experience in a professional setting to include overseeing programs and collaborative project management.
Progressive financial and budgetary management including forecasting, modeling, planning and analysis.
Demonstrated understanding and appreciation of the challenges facing a large public university.
Experience in addressing diversity, equity, and inclusion to remove barriers and provide more access for all stakeholders (students, staff, and faculty).
Experience using PeopleSoft human resources, financial, and student systems.
Demonstrated experience supervising, motivating and mentoring a team of reports.
Knowledge of University of Minnesota financial and HR policies and procedures.
Internal Number: 341408
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.