Working Title: Sr. Administrative Director
Job Code: 9341M2 (Admin Mgr 2)


About the Job

The Department of Aerospace Engineering and Mechanics (AEM) seeks an experienced, energetic leader for the position of Senior Administrative Director (9341M2). This is an exciting opportunity to manage the department's administrative operations and to serve as a collaborative partner with department leadership as the organization pursues a strategic agenda of growth and innovation.

The position oversees all administrative, human resource, financial and facilities functions 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 serves as an advisor to the department head on long-range planning, administrative, and financial matters, and acts as a liaison to the Dean's office for finance, HR, facilities, and other department matters.

Duties to include:

Strategic and Operational Management (30%):

• Supervise administrative support staff for the department, including financial staff, academic program staff, administrative support staff, communications staff, and student workers. Ensure the department's day-to-day operational and business needs are effectively and efficiently met. Serve as back up to all supervised positions.
• Assist the head and other dept. directors (Associate Head, DGS, DUGS) with collecting data, writing/drafting, reviewing, and editing reports, and compiling information and other materials. Assist with coordinating program accreditation reporting and visits.
• 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.
• Identify and respond to opportunities for improved customer services and organizational efficiencies.
• Oversee and assist dept. communication staff with publications and web projects to increase department visibility.
• Create a positive, team-oriented working environment implementing team building opportunities throughout the year.
• Manage and direct regular administrative staff meetings
• Meet with the department head on a regular basis.

Human Resources (25%):

• Serve as the primary department resource for University, collegiate and department HR policies, procedures, and practices.
• Coordinate searches and the on-boarding transition process for new faculty, researchers, and staff.
• 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.
• Handle all visa-related issues for international scholars hired or visiting the department.
• Ensure that all appointments are processed in the payroll system to avoid delayed pay or over payments.
• Coordinate annual reviews for faculty, staff, and researchers; personally review administrative direct reports.
• Assist with faculty award nominations and annual departmental P&T process to ensure properly formatted materials are submitted to the College within set timelines.

Finance (25%):

• Identify, research, analyze and compile data, including interpretation of relevant policies, for informed decision making.
• Work with department accounting team to monitor department accounts, both sponsored and non-sponsored. Advise department head of trends or patterns.
• Authorize, approve, and control expenditures on behalf of the department, ensuring University, collegiate, funding agency and department policies and procedures are followed, particularly regarding sponsored projects.
• Analyze annual expenditures and present detailed overview to department head.
• Manage the development of annual budgets for all departmental chart field strings.
• Oversee the department's endowment and Foundation funds.
• Track and facilitate funding of chair, setup, and miscellaneous department and collegiate commitments.
• Ensure that instructional fees requests and course fees rates are appropriately set to maintain lab space.
• Coordinate departmental scholarship and fellowship award process each year.
• Coordinate Campus Life Programs in department and oversee finance staff in managing student accounts and expenditures.
• Serve as department's certified approver which includes approving financial transactions related to sponsored projects and monitoring all sponsored project activity within the department. Maintain annual required continuing education for CA program.
• Oversee adherence to the records retention policy.

Facilities and Equipment Management (10%):

• Serve as primary building representative.
• Serve on Department Safety Committee to ensure a safe environment for student, staff, and faculty, and to implement a building emergency plan. Attend FM East Bank Advisory committee meetings.
• Oversee remodeling projects (e.g., building new offices in existing open space).
• Oversee the acquisition and allocation of administrative capital equipment.
• Oversee door access and key control for departmental spaces.
• Investigate complaints related to facility management issues and oversee their resolution by meeting regularly with FM reps until the issues have been resolved. Meet as needed with departmental safety officers.
• Coordinate with Lab Manager to ensure lab spaces are adequate and in compliance with safety and other regulations.

Miscellaneous (10%):

• Attend monthly collegiate administrator meetings.
• Serve on collegiate and University committees as appointed and elected.
• Oversee the coordination and attend all departmental events including alumni open houses, graduation receptions, student career panel events, and special lectures/events.
• Attend professional advisory board meetings and provide summary of those meetings.
• Attend faculty meetings and provide summary of those meetings.
• Serve as internal database administrator.
• Coordinate and manage departmental google groups.
• Plan, prioritize, and lead special projects as assigned.
  

Required:

• 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 inter-disciplinary team.
• Experience using People Soft human resources, financial, and student systems.
• Progressive financial and budgetary management including forecasting, modeling, planning and analysis.
• Administrative experience in a professional setting in which the candidate has excelled in collaborative project management and leadership in performing administrative or supervisory functions.
• Demonstrated excellent written and verbal communication skills with detail oriented and strategic aptitude.
• Ability to solve highly varied and unpredictable situations, that are often complex and non-recurring, where new and creative approaches are required.

Preferred:

• Progressive responsibility overseeing programs and project management.
• Self-motivated and strategic thinker.
• 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 ability to work successfully with a diverse group of internal and external clients.
• Demonstrated understanding and appreciation of the challenges facing a large public university and experience working with faculty and university staff.
• Advanced degree in related field.
• Knowledge of University of Minnesota financial and HR policies and procedures.
• University of Minnesota Certified Approver.

The Department of Aerospace Engineering and Mechanics (AEM) is in the College of Science and Engineering at the University of Minnesota, which is a world-class research university with outstanding resources and programs in engineering and science, health sciences, social sciences and liberal arts. The department has vibrant and active research programs in all areas of aerospace engineering and mechanics including fluid dynamics, hypersonics, aerospace systems, computational mechanics, and aerospace structures and materials. The department is poised for growth in both its academic programs and research areas and seeks to expand its faculty by making a number of strategic hires over the next several years. The AEM department has close ties with on-campus multidisciplinary centers, and convenient access to outstanding shared experimental and computational facilities, such as the Gemini-Huntley Robotics Research Laboratory of the Minnesota Robotics Institute, the Minnesota Nano Center, the Characterization Facility, the Center for Magnetic Resonance Research, St. Anthony Falls Laboratory, Institute on the Environment, and the Minnesota Supercomputing Institute. More information about the department is available at https://cse.umn.edu/aem.

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
• 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)
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• with free or reduced rates in the Twin Cities metro area

Please visit the for more information regarding benefits.

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.

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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.

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