This position serves as the Operations Manager for the College of Design (CDes) Student Services Office and provides direct support to the Assistant Dean of Student Services. The Operations Manager coordinates operations, personnel, and budget for the unit. Supervises administrative support team, is the customer service coordinator for the unit and liaison to Human Resources, Facilities Management, Design Operations, and Finance areas. Participates in unit strategic planning and management. Information managed by this individual is of a confidential nature. Travel is required between the University of Minnesota, Twin-Cities campus on East Bank (Minneapolis) and the St. Paul campus. This position reports to the Assistant Dean of Student Services.
Unit Operations (30%)
Oversee day-to-day operational functions of the unit, including customer service.
Assist the Assistant Dean in managing unit operations, including budget requests and management, strategic planning, staffing, reporting, and facilities.
Serve as unit liaison to collegiate human resources staff; assist Assistant Dean with interpreting and upholding collegiate and University human resources policies and procedures.
Provide guidance and assistance to unit staff when hiring full time, graduate student, and undergraduate student staff (including GMD); coordinate new hire process, including documents, technology access and introduction to office policies and procedures.
Collaborates with the Goldstein Museum of Design (GMD) regarding student employment needs, training, staffing and supervision.
Coordinates unit facilities, including office space, equipment and security.
Facilitate support staff team in interviewing and hiring undergraduate student staff.
Coordinate logistics for staff retreats and other unit events.
Work with Enrollment Manager to monitor student records systems, filing systems, archives, storage and inventory.
Supervision and Team Management (30%)
Supervise administrative support staff; Exec Operations/Student Serv Specialist and student employees
Directs support staff in delivery of customer service and operational functions.
Stays current on U of M and CDe student-related policies that pertain to student services and field referrals appropriately; ensure support staff stay current.
Provides annual performance review for each support staff member. Meets regularly with each team member to discuss performance, answer questions, and provide appropriate feedback.
Hire, train, and provide opportunities for professional development (e.g., workshops, seminars, etc.) for support staff.
Meet on a regular basis with the support staff team to monitor CDes customer service goals, two-campus issues, and other unit business processes; facilitate team efforts toward continuous improvement.
Participate in continuing professional development.
Administrative and Project Support (15%)
General administrative and project support for Assistant Dean and unit.
Handle requests for information and solve problems independently as appropriate.
Schedule and maintain electronic calendar of Assistant Dean.
Act as the unit resource person to assist with scheduling as needed, or Google Calendar
Maintain unit calendar, scheduling all unit meetings and other meetings/events as requested.
Event and travel logistics:
Coordinate event logistics as requested.
Make travel arrangements for unit staff, using appropriate University procedures and forms.
Serve on collegiate committees as requested by the Assistant Dean.
Budget Maintenance and Financial Planning (15%)
Initiate unit business transactions and provide unit approvals; prepare and submit required documentation to CDes Budget & Finance.
Provide guidance to staff regarding purchasing procedures.
Monitor unit budgets and alert Assistant Dean and area Leads to discrepancies; troubleshoot and correct transactions independently.
Consult on financial accounts with Assistant Dean and Senior Accountant as needed.
Maintain budget files and documentation paperwork for the unit.
Financial planning and reporting:
Serve as unit liaison with collegiate financial services team; maintain knowledge of the University of Minnesota financial system; work with collegiate financial services to ensure accounting procedures are compliant with University/college policies.
Support Assistant Dean and area Leads in annual preparation of business plan documents and budget requests.
Access budget information via University financial data systems.
Commencement Ceremony (10%)
Assist in coordination of annual commencement ceremony in conjunction with the CDes Dean’s Office.
Coordinate student commencement information distribution (print and electronic); answer student questions regarding commencement procedures; assist Commencement Coordinator in maintaining and updating commencement information via e-mail and web.
Assist Commencement Coordinator with student information for program printing; work with staff to certify and proof Honors designations in program; run reports/queries as directed.
Prepare official reading list of names for ceremony.
Coordinate for and order of academic costumes for faculty and special guests; arrange for parking, plan for music, food, and flowers.
Assist set-up, proofing, and ordering invitations and programs as directed.
Provide on-site supervision of event operations.
Serve as liaison to CDes Alumni Relations; ensure the timely transfer of records and data.
This is a 100%-time, 12-month, continuous civil service position with a job classification of Office/Admin Service Supv (job code #7208S1).
BA/BS or combination of related education and work experience to equal four years. Experience in progressively more responsible office and administrative support experience to include:
Budget management and expense tracking
Database maintenance systems
Individual and group calendaring
Strong oral, written and interpersonal communication skills; demonstrated excellent customer service skills
Proficiency with MS Office Suite, including Access operation, design and troubleshooting.
Proven ability to successfully complete multiple and varied tasks in a timely manner.
Excellent attention to detail.
Minimum two years supervisory experience.
Proficiency with PeopleSoft and UM Report Center.
Experience with financial payment processing, preferably at the University of Minnesota.
Experience updating web pages, preferably using a content management system.
Experience supporting student services/academic advising in a higher education setting.
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.