About the Job
Administrative Specialist for Academic Affairs
This position works in-person in Rochester, MN. This role is not eligible for H-1B or Green Card sponsorship.
The Administrative Specialist for Academic Affairs is the first level professional responsible for implementing general operations for the singular academic unit of the University of Minnesota Rochester: The Center for Learning Innovation. The Administrative Specialist for Academic Affairs will provide administrative support to faculty and staff who work with the BSHS (Bachelor of Science in Health Sciences) and BSHP (Bachelor of Science in Health Professions) degree programs. As a vital member of the Center for Learning Innovation (CLI) administrative team, their work involves collaboration and coordination with multiple units across campus and the system, including budget and finance, human resources, procurement, facilities management, communications, outreach, events/conferences, and faculty affairs. The role requires an in-depth understanding of major initiatives, programs, and issues impacting UMR and expertise in university administration to support the ongoing growth and development of the faculty and student body at UMR.
Duties/Responsibilities
Administrative: 75%
1. Provide general administration and operations to support projects for the CLI and affiliated faculty as directed by the Administrative Director and the Department Chair
2. Build and maintain relationships with other units across the campus and system-wide to effectively collaborate on a wide range of responsibilities, including budget and finance, human resources (e.g onboarding, undergraduate academic assistant (UAA) student worker hiring and management), procurement (P-Card reconciliation, supply ordering, more), facilities management (class room scheduling, identifying needs/issues with rooms/spaces), communications, outreach, and events/conferences.
3. Support and maintain academic processes (course scheduling and rooming, permissioning, etc.)
4. Develop, implement, and oversee operational workflows, and/or provide end-to-end oversight of program or project execution, in collaboration with multiple units
5. Maintain important documentation (e.g. Google Sites, minutes, syllabi, other records)
6. Communicate with students, faculty, and staff to execute day to day operations within academic affairs
7. Serve as a subject-matter expert for the department and resolve complex issues, including such areas as waitlist management, Capstone processes, and more.
8. Organize meetings, retreats, workshops, and visits (room reservations, directions, transportation, lodging, meals, beverages, etc.
9. Establish and follow protocols for high-quality engagement with students and faculty
10. Follow FERPA guidelines, university policy and office procedures, using professional judgment and individual discretion in issues involving minimal supervisory guidance
11. Demonstrate organizational agility in managing fluctuating priorities and evolving administrative demands inherent in our rapidly expanding academic unit.
12. Exercise delegated authority or decision-making related to significant processes (e.g. course scheduling, student enrollment) with a high-level impact on academic affairs.
Financial duties: 15%
13. Manage multiple program budgets (UAA, lab expenditures, overall departmental), including monitoring expenditures, forecasting, and reviewing financial reports
14. Assist faculty and staff with conference registrations, membership renewals, travel authorizations and travel expense reports
15. Support event logistics, including ordering, room set-up, and other event preparation
16. Reconcile PCard transactions for various purchases for the Center for Learning Innovation
17. Purchase supplies for the unit and faculty needs, as well as assist with technology acquisitions
Other duties and special projects: 5%
18. Work on projects in support of the CLI, MCSHS, and the UMR community
19. Serve on committees as needed, which may include search committees or other participation in other committees that contribute to campus success
Development: 5%
20. Obtain and maintain necessary UMN systems trainings
21. Pursue additional training & professional development when identified by self and/or immediate supervisor or needs expressed by faculty
Qualifications
Required qualifications
22. Bachelor’s degree or combination of related education and work experience to equal four years.
23. Applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.
Preferred qualifications
24. Higher education experience
25. Experience in Google applications (including Calendar, Documents, Sheets, Forms, and Sites)
The successful candidate will possess:
26. Ability to prioritize and multi-task successfully in a complex, fast paced environment
27. Excellent interpersonal skills, with the ability to work and interact professionally, energetically, and personably with a wide range of people (eg: students, faculty, and staff; cultural and ethnic diversity)
28. Previous customer service experience
29. Proficiency with computers and the internet (including web based applications)
30. Experience handling confidential material
31. Exceptional organizational and time management skills and attention to detail
32. Exemplary communications skills
33. Proven experience exercising initiative, decision-making, and self-discipline
Pay and Benefits
Pay Range: $46,000 - $56,000 annually, ($22.11 - $33.33 per hour) depending on education/qualifications/experience
Time Appointment: 100%Appointment
Position Type: Civil-Service & Non-Faculty Labor Represented Staff