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University of Minnesota-Rochester · 3 weeks ago

Administrative Specialist for Academic Affairs

Rochester, MN

Full-time

Onsite

Entry Level

$46K/yr - $56K/yr

4+ years exp

The University of Minnesota-Rochester is seeking an Administrative Specialist for Academic Affairs to join their Center for Learning Innovation. This role involves providing administrative support to faculty and staff, managing budgets, and collaborating across various university units to ensure smooth operations in academic affairs.

Higher Education

No H1B

Hiring Manager

Gao Thao

Responsibilities

Provide general administration and operations to support projects for the CLI and affiliated faculty as directed by the Administrative Director and the Department Chair

Build and maintain relationships with other units across the campus and system-wide to effectively collaborate on a wide range of responsibilities, including budget and finance, human resources (e.g onboarding, undergraduate academic assistant (UAA) student worker hiring and management), procurement (P-Card reconciliation, supply ordering, more), facilities management (class room scheduling, identifying needs/issues with rooms/spaces), communications, outreach, and events/conferences

Support and maintain academic processes (course scheduling and rooming, permissioning, etc.)

Develop, implement, and oversee operational workflows, and/or provide end-to-end oversight of program or project execution, in collaboration with multiple units

Maintain important documentation (e.g. Google Sites, minutes, syllabi, other records)

Communicate with students, faculty, and staff to execute day to day operations within academic affairs

Serve as a subject-matter expert for the department and resolve complex issues, including such areas as waitlist management, Capstone processes, and more

Organize meetings, retreats, workshops, and visits (room reservations, directions, transportation, lodging, meals, beverages, etc

Establish and follow protocols for high-quality engagement with students and faculty

Follow FERPA guidelines, university policy and office procedures, using professional judgment and individual discretion in issues involving minimal supervisory guidance

Demonstrate organizational agility in managing fluctuating priorities and evolving administrative demands inherent in our rapidly expanding academic unit

Exercise delegated authority or decision-making related to significant processes (e.g. course scheduling, student enrollment) with a high-level impact on academic affairs

Manage multiple program budgets (UAA, lab expenditures, overall departmental), including monitoring expenditures, forecasting, and reviewing financial reports

Assist faculty and staff with conference registrations, membership renewals, travel authorizations and travel expense reports

Support event logistics, including ordering, room set-up, and other event preparation

Reconcile PCard transactions for various purchases for the Center for Learning Innovation

Purchase supplies for the unit and faculty needs, as well as assist with technology acquisitions

Work on projects in support of the CLI, MCSHS, and the UMR community

Serve on committees as needed, which may include search committees or other participation in other committees that contribute to campus success

Obtain and maintain necessary UMN systems trainings

Pursue additional training & professional development when identified by self and/or immediate supervisor or needs expressed by faculty

Qualification

Higher education experienceGoogle applicationsBudget managementEvent logisticsCustomer service experienceInterpersonal skillsOrganizational skillsCommunication skillsDecision-making

Required

Bachelor's degree or combination of related education and work experience to equal four years

Applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution

Ability to prioritize and multi-task successfully in a complex, fast paced environment

Excellent interpersonal skills, with the ability to work and interact professionally, energetically, and personably with a wide range of people (eg: students, faculty, and staff; cultural and ethnic diversity)

Previous customer service experience

Proficiency with computers and the internet (including web based applications)

Experience handling confidential material

Exceptional organizational and time management skills and attention to detail

Exemplary communications skills

Proven experience exercising initiative, decision-making, and self-discipline