Department Administrator

About the Role
The individual in this position will have a variety of responsibilities that are critical to the department and partner programs' ability to fulfill their commitment to students, researchers, faculty, constituents, and the profession. Independent prioritization of work, strong interpersonal and communications skills, strategic planning, and problem solving are needed on a frequent basis.
This position will have a wide variety of responsibilities and play a critical role in guiding the day-to-day function of the department's administrative office; and helping the department and community. Our college, department, and partner program culture include an approach of working collaboratively. We try to foster this by supporting staff to:

• Develop effective working relationships with other administrative staff within CFANS and across departments.
• Serve on collegiate committees and initiatives.
• Coordinate flex-time work schedules, and vacation time with other staff members to help provide back-up and office coverage.
• Assist other staff during high volume times.
• Participate in training opportunities to develop or hone skills related to the duties of the position.
• Support employee engagement activities for the Department.

Position Duties
Examples of job duties include the following categories. These duties are not all daily, some are monthly, annually or as needed. Overall support of the SWAC department will constitute approximately 85% of this position's time, with remaining time supporting similar needs (especially employee and personnel administration ) in WRC (10%) and MCAP (5%).

Departmental Operations 30%

• Direct administrative services and support functions of the department including managing 1 full time and 2 part time staff members.
• Assist staff who coordinate Agricultural Experiment Station project proposals, reviews, and annual reports.
• Participate in planning and policy sessions on programs of teaching, research, and outreach activities with major responsibility for administrative policy development.
• Plan and manage projects that enhance the operational excellence of the department.
• Write confidential and detailed correspondence and reports.
• Oversee special studies of various organizational operations; prepare reports and recommendations for policy implementation.
• Compile and analyze financial, personnel, and student data.
• Conduct short and long term space and facility needs analyses.
• Lead facility planning efforts to resolve space issues including remodeling, equipment replacement, and renovation of departmental space.
• Coordinate and complete annual equipment inventory and related reporting.
• Stay abreast of relevant updates sufficient to communicate and answer questions from department heads, program directors, faculty, and staff.
• Help coordinate inclusion efforts in the department.
• Meet with departmental and unit leadership to discuss administrative topics and items relevant to the department and programs.
• Attend CFANS administrators meetings and represent SWAC, WRC, and MCAP leadership, as needed.

People Administration 25%
With SWAC and Center leaders, manage the following people resources processes in partnership with CFANS Human Resources:

• Verify payroll (time commitment appointed to fiscal management below)
• Coordinate the recruitment and hiring processes for temporary/casual, graduate assistants, undergraduate employees, and postdoctoral associate positions
• Coordinate annual merit performance reviews and increases for faculty
• Oversee departmental onboarding and offboarding process, resources, and implementation
• Support employees and supervisors with submitting time sheets and absence requests if needed
• Coordinate academic search processes for faculty and staff in partnership with the CFANS HR department (e.g., scheduling, note-taking, logistical coordination, and ensure equity and compliance with University policies and procedures)
• HR TDX Navigator support to either assist supervisors in making HR TDX requests or in making those requests for supervisors (note: this support role should be shifting away from ADs as we get accustomed to TDX requests and build more resources to guide supervisors)
• Identify and escalate human resources issues to CFANS Human Resources for policy, rule, contract, and legal interpretations and advice
• Communicate human resources policies and procedures in consultation with CFANS HR.
• Advise faculty, supervisors, and program managers on hiring needs and maintenance (e.g. appropriate job descriptions, expectations, reclassifications and job evaluation questionnaires) and other best practices to ensure compliance with Departmental, Collegiate, and University policies.
• Oversee non-employee/ Person of Interest "appointments" (e.g., fellowships,
  affiliate/adjunct faculty)
• Assist supervisors with possible workers compensation injuries (submitting First Reports of Injury)
• Prepare visa documentation in collaboration with UMN's International Student and Scholar Services (ISSS)
• Manage volunteer agreements and Safety of Minor requirements
• Prepare and manage graduate and faculty semester appointment information
• Full supervisory responsibility of SWAC administrative staff including hiring, evaluations, discipline, and terminations of direct reports.
• Coordinate professional development, training opportunities, and workshops at the unit-level.
• Provide annual feedback to Finance and Budget Division Team Lead regarding performance of finance team staff.
• Co-lead with Department Head regular staff meetings for SWAC, and attend staff meetings for the WRC and MCAP to share administrative updates, as needed.
• Advise Department Head on staffing needs.
• Work with Department Head to oversee preparation of promotion and tenure documentation and annual performance reviews.

Strategic Planning and Development 25%

• Assist with the coordination of strategic planning efforts within the department to elucidate mission and goals, and make recommendations to the department strategic plan.
• Responsible for reviewing and modifying policies, practices, and procedures to improve efficiency, effectiveness and quality for the overall betterment of the department.
• Compile and present current and historical data needed for prioritization and decision-making.
• Coordinate departmental committee structure and membership, alongside Department Head, to ensure committee charges and work are in line with strategic initiatives and goals.
• Serve on Collegiate and University-level advisory and other ad hoc committees, as pertinent to the departmental mission and professional goals.
• Coordinate with Communications Specialists in developing and enhancing internal and external relations strategies that integrate and highlight the capabilities of the department across a broad spectrum of partners and constituents that have related programmatic, research and teaching interests.
• Assist Graduate and Undergraduate Program Coordinators in developing and executing effective recruiting solutions and program strategies to further the department's teaching mission and growth of the academic programs.

Fiscal Management 20%

• Develop departmental and unit annual, operational, and administrative budgets. Allocate salaries within department and administrative budgets.
• Manage, review, and track internal and external financial commitments including monitoring status of fiscal accounts using UM Analytics and UM reports.
• Work with finance to develop, improve, and maintain effective financial tracking tools and mechanisms.
• Perform expenditure and income forecasting, and long-range fiscal planning in collaboration with finance team, and department and unit heads.
• Verify payroll and audit budgets, HRMS, and department records to ensure data accuracy, confidentiality, and integrity.
  

Required Qualifications:

• BA/BS and 2 years' experience administrative experience in finance and/or administration or a combination of related education and work experience to equal 6 years
• Experience with Google Workspace, Word, Excel, and other Microsoft Office programs
• Experience in handling and managing sensitive, personnel and confidential information
• Experience writing complex correspondence, reports and policy documents
• Experience in resolving problems, working collaboratively, and managing multiple deadlines and priorities
• Supervisory experience
• Proven effective, appropriate, and welcoming communication skills on multiple levels including, person-to-person, on the phone, via email and presentations to groups
• Demonstrated commitment to inclusive practices and equity

Preferred Qualifications:

• Previous experience or education in both management and finance operations
• Experience in an administrative position at the University of Minnesota

The department of Soil, Water and Climate and partner programs are seeking a Department Administrator for a 100% time (40 hours per week), 12-month, continuing appointment. This position is in St. Paul on the Twin Cities campus. The position is hybrid. It requires being in-person 4 days per week (Monday - Thursday) and allows remote work on Fridays.
About the Department and Centers Soil, Water and Climate is an administrative unit within the College of Food, Agricultural and Natural Resource Sciences (CFANS). The mission of the Department of Soil, Water, and Climate is to advance the understanding of Earth system processes and the interaction among land, atmosphere, and water. Through research, classroom and Extension teaching, and outreach we seek to: Improve and protect the quality of soil, air, and water resources in natural and managed ecosystems; enhance agricultural and forest productivity and sustainability; predict and mitigate impacts of environmental and climate change on ecosystems and society; and provide science-based knowledge for improved decision making and a better-informed citizenry. Further administrative support would be provided for partner programs: the Water Resources Center (WRC) and the University of Minnesota Climate Adaptation Partnership (MCAP).

The University of Minnesota Water Resources Center serves as a crucial hub for interdisciplinary research, education, and outreach dedicated to addressing water-related challenges. Situated within a state renowned for its abundance of lakes, rivers, and wetlands, the WRC leverages its expertise to advance sustainable water management practices, promote water quality protection, and build collaborations to address our most pressing water challenges.

The University of Minnesota Climate Adaptation Partnership (MCAP), is a joint program of University of Minnesota Extension and CFANS. MCAP is a multi-sector program working to develop critical climate science knowledge, champion climate adaptation leadership and support climate resilience actions and collaborations across communities, sectors, and levels of government to ensure Minnesota is making needed progress to prepare for our changing climate.

The College of Food, Agricultural and Natural Resource Sciences is located centrally within the Twin Cities, which is a major metropolitan region surrounded by the most abundant agricultural and natural resources in the country. This provides a unique opportunity to develop programs in a region with the highest concentration of leading agribusiness and food firms in the country and internationally.

Pay Range: $62,400-$68,640 annually, ($30.00 -$33.00/hr) depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 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

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 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)

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).