Dean's Office Admin Manager

Position Overview

The Dean's Office Administrative Manager provides administrative leadership to the Dean's Office of the College of Education and Human Development. This position has primary responsibility for the strategic planning, management, and implementation of administrative (day-to-day) operations of the Dean's Office and provides administrative expertise and executive-level support to the Dean, Chief Financial Officer/Chief of Operations (CFO/COO), and other senior leaders. This position provides administrative and programmatic leadership by partnering with senior leaders to align financial resources, human resources, data systems, facilities, technology, and other operational areas with the strategic goals of each collegiate administrative unit.

The Administrative Manager serves as a knowledgeable administrative resource, requiring profound knowledge and understanding of university policies, practices and processes and sound judgment and decision-making skills. The manager advises on policy, streamlines practices and procedures, and ensures operational effectiveness. The Administrative Manager supervises two to three administrative support positions and reports to the Chief Financial Officer/Chief of Operations.

Skills and qualifications of an ideal candidate include:

• Effectively communicate and interact with a diverse group of stakeholders
• Demonstrate a service-focused approach to understand circumstances, expectations, and needs
• Be highly discreet with sensitive information and maintain confidentiality
• Strong interpersonal skills, emotional maturity, and ability to be diplomatic and clear
• Proven skills to adapt well in the face of ambiguity or change
• Ability to diffuse and resolve conflicts
• Be accountable, results-driven, and proactive

The University of Minnesota encourages a healthy work life balance for employees. CEHD is committed to an excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve. Flexible work arrangements may include flexibility in schedule and/or work location. Please note that 100% remote work requires approval.

Job Responsibilities

Strategic Operational Management (50%)

• Manage administrative operations in the Dean's Office, including promoting innovation, supporting continuous performance improvement, and ensuring effective and efficient operations.
• Execute projects, programs, events, and initiatives on behalf of the CEHD Senior Management Team, including contributing insights and recommendations, coordinating projects and staffing supports, managing project timelines and budget, and ensuring effective completion of outcomes.
• Partner with CEHD's directors in Human Resources, Finance, Facilities, Academic and Information Technology, Data Analysis and Reporting, Communications and Marketing, and Student Services to integrate Dean's Office administrative operations with expectations from the collegiate functional areas and alignment with University policies and procedures.
• Serve as the subject matter resource for senior leaders and staff on university and college policies and procedures involving a broad range of human resources, finance, and other administrative and operational functions.
• Represent the Dean's Office at collegiate administrative meetings, committees, and task forces.
• Supervise two to three employees. Direct, manage, evaluate, and develop the administrative services and staff in support of daily operations.
• Review verification reports, exceptions reports, and other operational oversight reports to monitor and facilitate corrective actions.
• Investigate and resolve complex administrative problems using creative and compliant solutions.

Executive Administrative Support (30%)

• Organize and manage the Dean and CFO/COO calendars, including scheduling appointments, meetings and events, while using effective judgment in prioritizing and optimizing time management, and redirecting meetings to other partners when appropriate.
• Provide or oversee calendar support for a portfolio of Senior Management Team members and Administrative Directors, scheduling meetings, appointments, and domestic and international travel arrangements.
• Coordinate and support leadership meetings and committees as assigned, including agenda preparation, minute-taking, room reservations, technology support, and follow-up on action items.
• Develop documents, reports, presentations, procedures, talking points, and other materials in consultation with senior leaders. Ensure proper materials and resources are ready and available prior to each engagement - this includes conducting research and gathering relevant background and analysis.
• Initiate and respond to standard and routine communications on behalf of the Dean.
• Organize and maintain effective document retention systems, ensuring easy and timely access to information.
• Coordinate, manage, facilitate, and/or participate in annual collegiate events and programs, including but not limited to the Faculty Senate election process, Fall and Spring Assemblies, Honors and Award program, and commencement on behalf of the college.

Communication Liaison (20%)

• Serve as a confidential assistant to the Dean and CFO/COO. Safeguard the confidentiality of the Dean's Office administration by exercising discretion in communicating information to faculty, staff, internal and external offices, and in handling administrative records, files and similar confidential items.
• Establish relationships with the Dean's Senior Management Team, collegiate departments, and university leaders in order to implement and coordinate the Dean's and CFO/COO's priorities. Provide consultation and guidance in the handling of sensitive situations related to administrative and operational activities.
• Serve as a first point of contact for internal and external stakeholders, including staff, students, faculty, committee members, donors, and partners.
• Assure effective communication between the Dean's Office and stakeholders through timely and respectful verbal and written communication. Track and coordinate correspondence and deadlines requiring attention of, or response from, the Dean and/or CFO/COO to ensure a high level of service for the office.
• Facilitate timely dissemination of information and coordination of activities.

Qualifications

Required Qualifications

• Bachelor's degree and six years of relevant experience in administration, finance, human resource management, operations or higher education.
• Prior experience supervising staff positions.
• Experience providing administrative support to executive leaders in a complex environment
• Experience interpreting and implementing policies and procedures.
• Advanced knowledge of Microsoft Office Suite and Google Workspace.
• Demonstrated ability to work effectively with people from all backgrounds, communities, and identities and commitment to promoting a diverse and inclusive workplace.

Preferred Qualifications

• Relevant administrative experience in a higher education setting.
• Demonstrated ability to create and manage operational, planning, and control systems in a complex organization.
• Excellent skills in verbal and written communications, strong organizational skills, and the capacity to balance and manage a large number of projects and related details.
• Demonstrated ability to function effectively and collaboratively with multiple stakeholder groups from diverse backgrounds within a large, dynamic organization.
• Demonstrated discretion and confidentiality.
• Knowledge of policies, processes, software, and data systems used in higher education.
• Demonstrated strong analytical and budget management skills.

About the Department

College Overview

The College of Education and Human Development (CEHD), the third largest college at the University, contributes to a just and sustainable future through engagement with the local and global communities to enhance human learning and development at all stages of the life span. We know diversity is necessary to do our best work and foster our humanity. That's why the CEHD community is collectively dedicated to cultivating an inclusive and equitable environment, embracing and celebrating all identities of our students, staff, and faculty. These values are also a moral imperative requiring continuous proactive measures and a firm stance against prejudice, discrimination, and systemic injustice. https://www.cehd.umn.edu/

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.

To request an accommodation during the application process, please e-mail [redacted] or call ([redacted].

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).