Department Administrator

Position Overview

A full-time (100% FTE) Department Administrator is open in the Institute of Child Development (ICD) in the College of Education and Human Development at the University of Minnesota. The Department Administrator has primary responsibility for the strategic planning and implementation of administrative (day-to-day) operations (Finance, Human Resources, Facilities, Communications, etc.) for ICD. This position reports to the ICD Director and provides strategic support by working to align the budget, human resources, curriculum management, department data systems, facilities, technology, and operations with the department's strategic goals. The Department Administrator works with college partners including Human Resources and Finance to ensure compliance with department, college, and University policies and procedures.

This position works closely with department leadership and requires profound knowledge and understanding of University policies, practices and processes, as well as sound judgment and decision-making skills. The Department Administrator is responsible for establishing and maintaining effective relationships with department faculty, staff, students, and other key constituents across the college and University ensures outstanding customer service by motivating and leading operational support staff.

A key responsibility of this position is to actively support and advance the University's commitment to equity, diversity, inclusion, and accessibility. This position will support the Institute of Child Development's commitment to anti-racism.

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. This position is based on campus. Per UMN policy, work may be done remotely when appropriate and approved by your manager.

Job Responsibilities

Strategic and Operational Management (30%)

• Collaborate with the ICD Department Chair in the strategic planning process to execute current goals and determine future priorities to better serve ICD and its constituents.
• Support the development of new initiatives and realignment of existing programs through oversight and management of processes and systems.
• Provide consultation to Child Development Laboratory School (CDLS) and Center for Early Education and Development (CEED) directors on implementation of strategic initiatives.
• Direct projects in the department. Anticipate, plan and implement the daily and strategic administrative operations of the department.
• Investigate and resolve complex administrative problems using creative and compliant solutions.
• Coordinate agenda submissions for monthly faculty meetings and a yearly faculty retreat and provide support to the department chair in facilitation of meetings and retreat.
• Partner with the communications director and monitor publications and web projects to increase internal communication, department visibility, and alumni connections.
• Partner with the student services director to facilitate course scheduling and course assignments, monitor enrollment trends.
• Oversee the collection, maintenance, and formatting of data regarding, department process results, staff productivity, and resource efficiency for use in trend analysis and decision making.
• Serve as key administrative liaison by representing ICD and collaborating with CEHD and University personnel.
• Serve on and provide guidance to the ICD Departmental Leadership Team. Serve as subject matter expert on best practices to strengthen ICD operations.
• Manage daily administrative operations by providing leadership to administrative staff by fostering a professional, diverse, inclusive and equitable team-oriented working environment.
• Engage in ICD department specific policy development and implementation consistent with College and University policies. Oversee and manage the development of new initiatives and realignment of existing policies, processes, and systems. Modify ICD practices and procedures to improve efficiency and quality.
• Ensure quality customer service to students, faculty, staff, and other constituents from a variety of identities in person, and via phone, zoom, and e-mail interactions.
• Attend monthly collegiate administrator meetings.
• Serve on collegiate and University committees as appointed and elected.
• Oversee the coordination (staff management and budget) for departmental events.
• Serve as internal database and department listservs administrator.

Human Resource (HR) Management (25%)

• Ensure alignment with and adherence to University and CEHD Human Resource (HR) policies and practices for University employee groups including Faculty, Academic Professional & Administrative (P&A), Civil Service, Union-represented Staff, Graduate Assistant, and Student.
• Serve as a resource for employees and managers in the department on HR questions. Partner with CEHD HR and escalate complaints and concerns, as appropriate.
• Partner with HR to implement University HR initiatives. Ensure that all HR processes and documentation are completed for ICD by established deadlines.
• Advise ICD Department Chair on staffing needs and partner with CEHD HR to conduct workforce planning and analysis.
• Oversee development, implementation, and delivery of new employee orientations within ICD.
• Oversee the processing of Faculty, P&A, Civil Service, Union-represented staff, and Student hiring and appointment changes.
• Provide recruiting consultation and budgetary analysis for new hires.
• Oversee all visa-related issues for international scholars hired or visiting the department.
• Facilitate process for in-range adjustments, retention offers, staff promotions and reclassifications, etc. of staff and instructors.
• Plan and execute the promotion and tenure process for ICD by assigning roles and creating timelines.
• Administer the secure maintenance of department personnel files and the updating of department information and data systems.

Financial Planning, Management, and Reporting (25%)

• Develop, implement, and maintain sound financial policies, procedures and practices in compliance with university policies and procedures for sponsored and non-sponsored funding.
• Create and manage the annual ICD budget in partnership with the CEHD Financial Services Office. Analyze budgets and purchasing trends to ensure good stewardship of ICD's funds.
• Review and approve CDLS tuition increases based on budget projections and plan/monitor/forecast annual CDLS budget which is based on external sales revenue.
• Serve as delegate for department chair under the UMN/CEHD Policy for Delegation of Authority.
• Direct the department's finance and accounting services (including grants administration, endowment utilization, and financial reporting), in addition to long-range fiscal planning through analyzing, measuring, and interpreting institutional data and information.
• Facilitate the coordination of grants and research support services (pre- and post-award).
• Monitor donations and other funds deposited into University foundation accounts.
• Coordinate with the Student Services Director to ensure departmental scholarship and fellowship award processes are followed each year.
• Approve financial documents, purchase orders, contracts for professional services, and invoice payments.

Staff Supervision (15%)

• Design and implement staffing plans to effectively allocate resources to deliver mission critical and value-added services to internal customers.
• Hire, develop, and evaluate performance for 3 full time administrative staff. Determine and align work plans and goals.
• Develop and implement performance management plans and actions in consultation with CEHD HR. Ensure ongoing performance management including regular 1:1 meetings, goal setting, professional development, and annual performance evaluations.
• Work collaboratively with staff when reviewing Employee Engagement Survey results to make necessary changes to nurture a positive and professional working environment within the department.
• Serve as backup for vacations or absences of direct reports.

Facilities and Equipment Management (5%)

• Serve as primary building representative for two buildings (Campbell Hall and CDLS) and department space coordinator for a portion of the Masonic Institute for the Developing Brain (MIDB).
• Ensure a safe environment for students, staff, and faculty, and implement a building emergency plan.
• Assess and recommend department's space utilization, facility and service needs, identify strategies for meeting them.
• Oversee the management of the department's physical facilities, information services, and building services, working with the CEHD Director of Facilities & Space Planning.
• Investigate complaints related to facility management issues and oversee their resolution by meeting regularly with FM reps until the issues have been resolved.
• Direct development and maintenance of facility renovation plans (i.e. assignments, timetables, and responsibilities for team members for the duration of the project).
• Direct the acquisition and allocation of capital equipment.

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 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

• Master's degree in business administration, higher education administration, or related field.
• Progressively more administrative and management responsibilities, including strategic planning, budgeting, human resources oversight and facilities management.
• Administrative experience in a research center and/or early learning care center.
• 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.

Department Overview

The Institute of Child Development (ICD) at the University of Minnesota has long been a premier center for scholarship, teaching, and outreach devoted to the understanding and fostering of child development. Founded in 1925, the Institute is one of the oldest departments studying children's development in the United States. From its inception, a key tenet of the department has been to "give away" child psychology. This philosophy has created an environment rich with collaborations, new ideas, and exciting interdisciplinary work. The ICD is housed within the College of
Education and Human Development (CEHD) and has an undergraduate program within the College of Liberal Arts (CLA).

College Overview

The College of Education and Human Development (CEHD), the University's third largest college, 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 life. 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.

Pay Range: The salary range for this position is $85,000 - $110,000. Final salary offers are dependent on the candidate's experience, skills, and internal equity within the department.

Time Appointment: 100% Appointment

Position Type: P&A 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 have 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. A resume and cover letter, demonstrating how you meet the minimum requirements, is required.

This position will remain open until filled.

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).