Department Administrator

Apply for Job Job ID 361456
Location Twin Cities
Job Family Administration-General
Full/Part Time Full-Time
Regular/Temporary Regular
Job Code 9341M1
Employee Class Acad Prof and Admin
Add to Favorite Jobs Email this Job
About the Job

Position Overview
A full-time Department Administrator role is open at School of Kinesiology (SoK). The Department Administrator has primary responsibility for the strategic planning and implementation of administrative (day-to-day) operations (Finance, Human Resources, Facilities, Communications, etc.) for the SoK. This position reports to the SoK Director and provides strategic support by working to align the budget, human resources, curriculum management, department data systems, facilities, technology, and operations with the department's strategic goals. The Department Administrator works with college partners including Human Resources and Finance to ensure compliance with department, college, and University policies and procedures.

This position works closely with department leadership and requires profound knowledge and understanding of University policies, practices and processes, as well as sound judgment and decision-making skills. The Department Administrator is responsible for establishing and maintaining effective relationships with department faculty, staff, students, and other key constituents across the college and University ensures outstanding customer service by motivating and leading operational support staff.

The University of Minnesota encourages a healthy work life balance for employees. CEHD is committed to an excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve. Flexible work arrangements may include flexibility in schedule and/or work location. Please note that 100% remote work requires approval prior to offer.

JOB RESPONSIBILITIES
Strategic and Operational Management (30%)

• Collaborate with the SOK Department Director in the strategic planning process to execute current goals and determine future priorities to better serve SOK and its constituents.
• Support the development of new initiatives and realignment of existing programs through oversight and management of processes and systems.
• Direct projects in the department. Anticipate, plan and implement the daily and strategic administrative operations of the department.
• Investigate and resolve complex administrative problems using creative and compliant solutions.
• Oversee the collection, maintenance, and formatting of data regarding courses, programs, department process results, staff productivity, and resource efficiency for use in trend analysis and decision making.
• Serve as key administrative liaison by representing Sok and collaborating with CEHD and University personnel.
• Serve on and provide guidance to the SoK Departmental Leadership Team. Serve as subject matter expert on best practices to strengthen SoK operations.
• Manage daily administrative operations by providing leadership to administrative staff by fostering a professional, diverse, inclusive and equitable team-oriented working environment.
• Engage in SoK department specific policy development and implementation consistent with College and University policies. Oversee and manage the development of new initiatives and realignment of existing policies, processes, and systems. Modify SoK practices and procedures to improve efficiency and quality.
• Ensure quality customer service to students, faculty, staff, and other constituents from a variety of identities in person, and via phone, zoom, and e-mail interactions.

Human Resource (HR) Management (25%)

• Ensure alignment with and adherence to University and CEHD Human Resource (HR) policies and practices for University employee groups including Faculty, Academic Professional & Administrative (P&A), Civil Service, Union-represented Staff, Graduate Assistant, and Student.
• Serve as a resource for employees and managers in the department on HR questions. Partner with CEHD HR and escalate complaints and concerns, as appropriate.
• Partner with HR to implement University HR initiatives. Ensure that all HR processes and documentation are completed for SoK by established deadlines.
• Advise SoK Department Director on staffing needs and partner with CEHD HR to conduct workforce planning and analysis.
• Oversee development, implementation, and delivery of new employee orientations within SoK.
• Oversee the processing of Faculty, P&A, Civil Service, Union-represented staff, Graduate Assistant, and Student hiring and appointment changes.
• Provide recruiting consultation and budgetary analysis for new hires.
• Plan and execute the promotion and tenure process for SoK by assigning roles and creating timelines.
• Administer the secure maintenance of department personnel files and the updating of department information and data systems.

Financial Planning, Management, and Reporting (25%)

• Develop, implement, and maintain sound financial policies, procedures and practices in compliance with University policies and procedures for sponsored and non-sponsored funding.
• Create and manage the annual SoK budget in partnership with the CEHD Financial Services Office. Analyze budgets and purchasing trends to ensure good stewardship of SoK's funds.
• Direct the department's finance and accounting services (including grants administration, endowment utilization, and financial reporting), in addition to long-range fiscal planning through analyzing, measuring, and interpreting institutional data and information.
• Facilitate the coordination of grants and research support services (pre- and post-award).
• Monitor donations and other funds deposited into University foundation accounts.
• Direct the initiation and processing of student fellowship/scholarship awards and payments.
• Approve financial documents, purchase orders, contracts for professional services, and invoice payments.

Staff Supervision (15%)

• Design and implement staffing plans to effectively allocate resources to deliver mission critical and value-added services to internal customers.
• Hire, develop, and evaluate performance for 4 full time administrative staff. Determine and align work plans and goals.
• Develop and implement performance management plans and actions in consultation with CEHD HR. Ensure ongoing performance management including regular 1:1 meetings, goal setting, professional development, and annual performance evaluations.
• Work collaboratively with staff when reviewing Employee Engagement Survey results to make necessary changes to nurture a positive and professional working environment within the department.
• Serve as backup for vacations or absences of direct reports.

Facilities and Equipment Management (5%)

• Assess and recommend department's space utilization, facility and service needs, identify strategies for meeting them.
• Oversee the management of the department's physical facilities, information services, and building services, working with the CEHD Director of Facilities & Space Planning.
• Direct development and maintenance of facility renovation plans (i.e. assignments, timetables, and responsibilities for team members for the duration of the project).
• Direct the acquisition and allocation of capital equipment.

Qualifications

Required Qualifications

• Bachelor's degree and six years of relevant experience in administration, finance, human resource management, operations or higher education.
• Prior experience supervising staff positions.
• Experience interpreting and implementing policies and procedures.
• Advanced knowledge of Microsoft Office Suite and Google Workspace.
• Demonstrated ability to work effectively with people from all backgrounds, communities, and identities and commitment to promoting a diverse and inclusive workplace.

Preferred Qualifications

• Relevant administrative experience in a higher education setting.
• Demonstrated ability to create and manage operational, planning, and control systems in a complex organization.
• Excellent skills in verbal and written communications, strong organizational skills, and the capacity to balance and manage a large number of projects and related details.
• Demonstrated ability to function effectively and collaboratively with multiple stakeholder groups from diverse backgrounds within a large, dynamic organization.
• Demonstrated discretion and confidentiality.
• Knowledge of policies, processes, software, and data systems used in higher education.
• Demonstrated strong analytical and budget management skills.

About the Department

ABOUT THE SCHOOL

The School of Kinesiology advances interdisciplinary knowledge about physical activity and human movement in order to promote lifelong health and well-being in local, national, and global communities. Our innovative research, high-quality teaching, and collaborative outreach focus on the science and management of physical activity and human movement within contexts such as exercise, health care, and sport. We offer three undergraduate majors serving over 500 students (BS in Kinesiology, Sport Management, and Physical Activity and Health Promotion), an honors program, three minors, and a coaching certificate program. Over 150 students enroll in six graduate degree programs (MEd in Sport and Exercise Science, Sport Management, and Physical Activity and Health; MA in Sport Management; MS and PhD in Kinesiology with seven emphasis areas). More than 4000 students per year complete courses in our comprehensive Physical Activity Program. Our faculty comprise 15 tenured or tenure-track faculty and nine full time non-tenure track faculty, and lead over 13 research labs and centers. The work of the school is supported by more than 13 staff including CSBU (civil service and bargaining unit) and Professional and Academic Staff. The school is one of seven academic units in the college (see and ).Describe your department in a brief paragraph (approx. 3-4 sentences).

COLLEGE OVERVIEW

The College of Education and Human Development (CEHD), the third largest college and the University, contributes to a just and sustainable future through engagement with the local and global communities to enhance human learning and development at all stages of the life span. We know diversity is necessary to do our best work and foster our humanity. That's why the CEHD community is collectively dedicated to cultivating an inclusive and equitable environment, embracing and celebrating all identities of our students, staff, and faculty. These values are also a moral imperative requiring continuous proactive measures and a firm stance against prejudice, discrimination, and systemic injustice.

Benefits

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Please visit the Office of Human Resources website for more information regarding benefits.

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail or call

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U:

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

---