Administrative Consultant

About the Job

The College of Liberal Arts at the University of Minnesota seeks to hire an Administrative Consultant to join a team of staff who support interim department administrative needs. The Administrative Consultants work with academic department leadership to identify administrative priorities and based on that agreement, provide administrative support during staff vacancies, transitions, or times when additional administrative support is needed. The Administrative Consultants work closely with each other and in collaboration with a department’s leadership, faculty, and staff and serve as a liaison to various collegiate and university administrative offices. These positions report to the CLA Senior Director of Operations and require a high level of skill and experience with a broad range of competencies to support and enhance the academic, professional and community missions of the college.

Job Responsibilities:

Interim Unit Administration: 60% – 80%

Coordinate and/or provide remote coverage of the department’s most essential administrative responsibilities during times of administrative position vacancies and other extended staff absences. On-site presence may be necessary, but on an extremely limited basis (e.g., critical event, meeting, staff training/support).
To be most effective, the interim unit administration will provide support to multiple units at the same time. Agreements about duties and time frames are determined in advance to create a shared understanding of how the Administrative Consultant can provide support on the most essential functions during a time of need.
Work with the other Administrative Consultants, chair/director and key staff to develop a coverage plan describing the essential responsibilities to be performed by the Interim or other in-department personnel during the time of the position vacancy. Responsibilities will vary, based on the department’s prioritized needs, and will be limited to those that can be completed within the allocated time frame.

When there are no administrative vacancies, this role may be assigned to assist departments who may need additional administrative support on an interim basis.

Examples of responsibilities that could be performed over time may include:

• Fiscal Operations –
  Advise and assist chair/director on fiscal issues related to funding, budget priorities, strategic planning and annual budget. Responsible for fiscal activities including budgeting, managing expenditures and forecasting, and, for a few units, preparing transactional documents. Types of funds may include O&M, foundation, and/or sponsored.
  Oversee, administer and monitor grants through close communication with the department accountant.
• Human Resources –
  Supervise unit office staff.
  Serve as the unit contact for faculty, civil service, labor represented, professional and administrative (P&A), graduate and undergraduate personnel.
  Ensure all faculty, staff and student payroll documents are submitted accurately and in a timely manner
  Research and resolve payroll issues. Review and sign off on bi-weekly payroll abstract.
  Serve as the primary unit expert on University and College policies and procedures involving promotion and tenure; faculty and staff searches; faculty and staff annual reviews; annual report of outside professional activities and business procedures.
  Work with ISSS to manage immigration requirements for international employees.
• Curriculum Management –
  Plan annual curriculum in consultation with chair/director, DUS and DGS in accordance with classroom scheduling policies.
  In consultation with department administration, assign teaching assistants, instructors and graduate assistants for the academic year and summer session.
  Coordinate Collaborative Class Scheduling (CCS) and Coursedog entry.

Training and Development: 20% – 40%
Work with other administrative consultants to facilitate ongoing training for administrators whenever a new process or system is rolled out.
Update and maintain hands-on onboarding and training materials and programs for new administrators and continuing administrators.
Cultivate a deeper “bench knowledge” of administrative staff knowledge, skills, abilities, and interests into the future. Examples may include succession planning, ‘stay interviews,’ and otherwise engaging in mindful conversations about future career interests.
Develop prioritization protocols and standard operating procedures to address staff vacancies, particularly when the vacancies exceed the unit’s coverage capacity.
Provide strategic consultation and identify options to issues within the parameters of University and collegiate policy and practice.
Collaborate with collegiate offices as needed, to ensure ongoing communication and operational effectiveness.

Qualifications

Required Qualifications:
Bachelor’s Degree plus 4 years experience or a combination of related education and work experience to equal 8 years
Focused experience on one or more of the following areas of administrative support: fiscal administration, human resources, promotion and tenure administration, curriculum management/course scheduling, or graduate student support
Experience with and commitment to working with diverse groups of people

Preferred Qualifications:
Master’s Degree or advanced training
Effective oral and written communication skills
Strong initiative and ability to work independently
Administrative experience at the University of Minnesota or in a higher education setting
Flexibility and adaptability with communication, work style, logistics, and responsibilities
Focused experience on one or more of the following areas of university administration: human resources, promotion and tenure administration, curriculum management/course scheduling, university administration, or undergraduate/graduate programs
Demonstrated supervisory experience
Experience in developing and implementing training programs
Prior project management experience and experience managing multiple complex tasks
Proven ability to develop timelines, implement innovative strategies, identify problems and solutions and conduct systematic process/program evaluation and improvements
Ability to make sound decisions, set priorities and work with deadlines and interruptions

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.

In order to be fully considered, applicants must submit the following required application materials:
Resume
Cover Letter

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

Initial review of applications will begin September 20. This position will remain open until filled.

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: http://diversity.umn.edu

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.

About the U of M

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).