Administrative Coordinator

Apply for Job Job ID 370925 Location Twin Cities Job Family Administration-General Full/Part Time Full-Time Regular/Temporary Regular Job Code 8208A2 Employee Class Civil Service Add to Favorite Jobs Email this Job About the JobSummary: The Administrative Coordinator in the CSE Dean's Office provides high-level, confidential executive administrative and operational support to the Associate Dean for Research (ADR) and the Associate Dean for Faculty Affairs (ADFA), and reports to the Executive Assistant to the Dean. This role requires independent judgment, advanced organizational skills, and the ability to manage complex, multi-stakeholder processes involving highly sensitive information. The Administrative Coordinator ensures seamless workflow, manages executive time, and acts as a key liaison between the Associate Deans, faculty, and University administration. Responsibilities: Executive Office Operations & Strategic Support (70%) Provide masterful management of complex, high-volume executive calendars, including maintaining advisory committee rosters, managing recurring meetings, and creating agendas, for both the Associate Dean for Research and the Associate Dean for Faculty Affairs (ADR and ADFA), and back up to Executive Assistant to the Dean as needed. Independently manage and resolve complex scheduling for key stakeholders including faculty direct reports, Center Directors, internal Dean's Office personnel, external colleagues, and confidential appointments. Proactively anticipate needs, prioritize competing requests, coordinate complex domestic travel, and prepare expense reports. Serve as the dedicated administrative process owner and liaison for all Faculty Affairs administration under the direction of the ADFA and Director of Faculty Affairs. Independently manage highly confidential and time-sensitive documentation for faculty appointments, reappointments, promotion and tenure records, phased retirements, including handling and organizing all college-wide forms relating to faculty affairs and coordinating executive signature requests. Coordinate communication between faculty members, departmental administrators, and executive leadership, ensuring strict adherence to University and College policies. Serve as the primary administrative point of contact for research proposal pre-submission activities, specifically including MN-GEMS approvals. Independently manage the processing and delegated approval workflows for the ADR, facilitating communication with Sponsored Projects Administration (SPA) to maintain compliance timelines. Independently manage and execute strategic special projects delegated by the Associate Deans, including data gathering, compiling analytical reports, and preparing presentation materials for senior-level meetings. Dean's Office Administrative Operations (30%) Oversee, train, and supervise student worker staff members on Dean's Office front-of-house procedures, including visitor management, key check-out, conference room preparation, managing incoming packages, and providing general clerical support (mail merges, nametags, printer maintenance). Serve as the lead backup for the Dean's Office front desk to ensure continuous coverage. Lead the coordination and full logistical planning for all CSE Faculty Development workshops, seminars, and major Dean's Office Collegiate events Manage the end-to-end event process, including room booking, catering ordering (and creation of necessary rsvp forms), coordination of setup/breakdown, and execution of attendee materials (e.g. nametags, table tents, email distribution). Serve as the primary Department Facilities Representative (DFR) for the Dean's Office. Order and issue all Dean's Office units departmental keys Submit all card access requests and clearance levels for UCard access Authorize after hours access control services including contact for lockouts/building emergencies Maintain departmental space allocation, space class, and function information; as well as occupants and leads, and capacity in TRIRIGA Space Survey Submit Facilities Management (FM) requests Provide essential back-up support for the management of collegiate conference and meeting room reservations, ensuring continuous operational coverage This position is not eligible for H-1B visa sponsorship. QualificationsRequired Qualifications: Bachelor's degree with a minimum of 2 years of related experience; or a combination of education and experience to total 6 years Strong organizational and project management skills, which may include event planning and overseeing large complex projects (including coordinating with outside units to complete these) Proficiency in relevant software applications: Google Workspace, Adobe, and Microsoft Office Strong organizational and communication skills and the ability to prioritize tasks independently (which may include demonstrating oversight of front of office operations and personnel) Preferred Qualifications: Experience in higher education or academic program coordination Demonstrated success in proactively identifying and implementing process improvements or resource solutions that resulted in a measurable increase in team efficiency Experience with ChromeRiver, TRIRIGA, MN-GEMS, Donor Management System, University of Minnesota Reporting Center and Research Reporting Center reports, and university policies and procedures Experience providing direct, high-level administrative support to multiple executives or senior leaders, preferably in higher education or complex institutional environment About the DepartmentThe College of Science and Engineering (CSE) is ranked among the top engineering and science academic programs in the country. The college includes 12 academic departments offering a wide range of degree programs at the baccalaureate, master's, and doctoral levels. For more information about the College of Science and Engineering Office of the Dean, visit Pay and BenefitsPay Range: $25.74 - $34.14/hour ($53,539.20 - $71,011.20 annually); depending on education/qualifications/experience Time Appointment: 100% Appointment Position Type:Civil-Service & Non-Faculty Labor Represented Staff Please visit the Office of Human Resources website for more information regarding benefit eligibility. The University 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 How To ApplyApplications 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 employ@umn.edu or call (612) 624-8647. DiversityThe 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 RequirementsAny 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. About the U of MThe University of Minnesota, Twin Cities (UMTC) The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations. At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).