Mechanical Engineering Department Administrator- Administrative Manager 2

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 acts as a liaison to the Dean's office for finance, HR, facilities, and other department matters.

Job Duties
Strategic and Operational Management (25%):
-Supervise administrative staff across various departmental functions including financial, administrative, academic programs, communications, student workers, and teaching labs. Ensure the department's day-to-day operational and business needs are effectively and efficiently met by coordinating workflows among the staff.
-Act as a trusted advisor to the Department Head on financial, operational, and strategic matters, partnering with the department head for long-range planning and strategic resource allocation.
-Direct regular administrative staff meetings; complete annual staff performance appraisals.
-Manage student services team in collaboration with Director of Undergraduate Studies (DUGS) and Director of Graduate Studies (DGS).
-Consult regularly with college leaders, faculty, staff, students, and other appropriate constituents to draft, implement, interpret policy/guidelines and practices. Recommend departmental policy to the head, design and implement department procedures.
-Provide leadership to promote diversity, equity, and inclusion in the department, college and the University. Advocate, as needed, on behalf of the department.
-Serve as delegate for department head under the UM Delegation of Authority.
-Maintain open communication with the Dean's office regarding departmental matters.
-Represent the department in key college meetings and committees.
-Attend monthly collegiate administrator and department faculty meetings. Disseminate relevant information to faculty and staff where appropriate.

Human Resources (20%):
-Serve as the primary department resource for University, collegiate and department HR policies, procedures, and practices.
-Serve as liaison to college and university HR and personnel offices, work with internal and external departments to resolve HR issues at all levels.
-Lead development and maintenance of written departmental processes and procedures.
-Facilitate the hiring process for all personnel within the department by utilizing the University's recruiting system and providing appointment letters following University and College guidelines for the hiring process.
-Advise on award nominations and annual departmental P&T process to ensure properly formatted materials are submitted to the College within set timelines.
-Coordinate annual reviews for faculty, staff, and researchers through the college performance review system.
-Working with HR to improve employee engagement; encourage staff professional development.
-Coordinate the on-boarding process for new faculty and staff.
-Set staff goals and conduct annual staff performance assessments for direct reports and oversee the process for the entire department.
-Work with HR and departmental staff to review and process salary adjustments and reclass requests, considering financial implications.
-Assess personnel and execute appropriate measures to enhance performance and staff efficiencies, implementing extreme measures if required (e.g., staff reorganization, layoff, non-renewal, etc.).

Facilities and Equipment Management (20%):
-Oversee office space allocation, considering space utilization and efficiency; work with departmental space committee and leadership on allocations as needed.
-Serve as the Department Facility Representative (DFR) and Primary Building Contact (PBC). Attend FM East Bank Advisory committee meetings as needed.
-Assess the department's facility and service needs, and assist head in needs prioritization.
-Project manage and serve as primary contact for remodeling projects.
-Oversee the acquisition, inventory, and disposal of administrative capital equipment.
-Investigate complaints related to facility management issues and oversee their resolution by meeting regularly with FM reps until the issues have been resolved.
-Manage Annual Space Survey using university software.
-Work with reservations and access staff to control building/lab access.
-Serve as advisor to the Department Safety Committee to ensure a safe environment for students, staff, and faculty, and to implement the building emergency plan.

Finance (15%):
-Responsible for oversight of all financial functions in the department.
-Collaborate with the department finance manager to monitor department accounts, both sponsored and non-sponsored. Advise department head of trends or patterns.
-Oversee departmental spending across various accounts (non-sponsored, endowed, foundation) and ensure compliance.
-Analyze annual expenditures and present results to the department head.
-Identify, research, analyze and compile information and data, including interpretation of relevant policies, for informed decision making.
-Manage the department's endowment and UM Foundation funds.
-Monitor funding of chair, setup, and miscellaneous department and collegiate commitments.
-Work with finance manager and teaching lab coordinator to ensure that instructional fee requests and course fees rates are appropriately set to maintain lab space.
-Manage and audit departmental scholarship and fellowship award process each year in collaboration with the student services and finance teams.
-Implement controls and procedures to ensure efficient and responsible use of resources.

Communications and Development (10%):
-Oversee and assist dept. communication staff to increase department visibility.
-Serve as liaison for college communications, external relations, and development as needed.
-Work with collegiate development staff and department head on fundraising initiatives.
-Coordinate with college and UM Foundation on major gifts.

Miscellaneous (10%):
-Plan, prioritize, and lead special projects as assigned.
-Stay current on University policy changes to provide guidance to the department head and the department.
-Approve access and inclusion in departmental Google groups.
-Serve as back up to all supervised positions.
-Serve on collegiate and University committees as appointed and elected.

Required Qualifications
-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.
-Proven record of establishing and maintaining effective and responsible working relationships with people 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.

Preferred Qualifications
-Administrative experience in a professional setting in which the candidate has excelled in collaborative project management and leadership in performing administrative or supervisory functions.
-Progressive financial and budgetary management including forecasting, modeling, planning and analysis.
-Demonstrated understanding and appreciation of the challenges facing a large public university and experience working with faculty and university staff.
-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.
-MA in a related field.
-Demonstrated experience supervising, motivating and mentoring a team of reports.
-Knowledge of University of Minnesota financial and HR policies and procedures.
-University of Minnesota Certified Approver.

Pay Range: $102,000 - $139,000; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Faculty and P&A 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

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 documenting how each required and/or preferred qualification is met and a 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.

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: http://diversity.umn.edu

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.

The University of Minnesota, Twin Cities (UMTC)

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