Associate Administrator/Office Manager, Department of Youth Development

Working Title: Associate Administrator/Office Manager

Appointment: Full-time, Administrative Associate 3 - Supervisor (7208A3), Civil Service

Office Location: 475 Coffey Hall, Saint Paul Campus; some hybrid work options available

Pay range: $29-$37 an hour; depending on education/qualifications/experience

Supervisor: Jennifer Skuza, Associate Dean, Extension Department of Youth Development

Apply By: August 25, 2025

This position manages and oversees Department of Youth Development projects and oversees campus office operations. The position also supervises five campus administrative support professionals and one program support professional and provides executive-level support to the Associate Dean and the Director of Operations and Systems.

Responsibilities

Project management - 50%

• Lead and manage complex departmental projects and systems to support strategic initiatives, compliance, and operational effectiveness across Youth Development programs.
• Analyze project outcomes and lead continuous improvement efforts to ensure impact and efficiency.
• Plan, prepare, and monitor project budgets and oversee vendor contracts.
• Develop and implement communication plans for key project stakeholders.
• Manage the promotion systems for faculty (with and without rank), including faculty and reviewer communications, committee support, and Google site management.
• Manage strategic initiatives and departmental projects, including staff development, 4-H Beyond Ready, and signature programs.
• Lead operational aspects for department-wide staff development conferences, including setting and managing the budget, securing contracts and agreements, preparing and distributing conference materials, and coordinating participant registration and communication.
• Lead campus-based Youth Development hiring practices, from position approval through onboarding.
• Monitor and manage civil rights compliance data for Youth Development programs.
• Provide expertise in project design, planning, execution, and capacity building to support organizational priorities.

Executive-level support - 20%

• Provide high-level administrative and strategic support to the Associate Dean, Director of Operations and Systems, and Department leadership.
• Advise Associate Dean on business strategy, track organizational progress, and contribute to policy development and implementation.
• Manage executive calendars, coordinate key leadership activities, and maintain centralized organizational documents (e.g., organizational chart, logic model, strategic and evaluation plans, reports) and electronic filing systems.
• Draft, edit, and manage executive-level communications and presentations; provide technical support for virtual meetings and multimedia tools.
• Coordinate Youth Development events such as leadership retreats, employee recognition, and campus gatherings.

Supervision and Team Management - 15%

• Supervise department campus-based administrative support staff and program support staff. Lead hiring, coaching, and annual performance reviews. Set individual performance goals, and develop staff.
• Lead administrative support professional work team's workload, workflow and quality of outputs and ensure that effective project management processes are used with each deliverable.
• Lead the department campus staff onboarding. Develop, update and maintain orientation process and operations manuals for the Department.

Campus department operations - 15%

• Manage daily operations of the Department of Youth Development St. Paul campus office, including space planning, technology, equipment, and facility access.
• Coordinate on-campus logistics for meetings and events; oversee office budget and resource allocation. Maintain Center-wide digital tools (e.g., Google Groups)
• Collaborate with colleagues in program, technology, communications, finance and planning, development, and facilities management to ensure office operations are running effectively.

Required Qualifications:

• BA/BS with two years of experience or a combination of related education and work experience to equal six years.
• Two years supervisory experience (must include conducting performance reviews, hiring, coaching, etc)
• Advanced level experience with MS Office Suite and Google Suite applications
• Project management experience
• Experience managing all the components of web/online/virtual conferences, events, meetings
• Experience solving and troubleshooting technical application problems
• Formatting, drafting and writing routine to complex correspondence, meeting, and presentation materials
• Excellent written and verbal communication skills
• Experience supporting more than one leader at a time and prioritizing work
• Excellent interpersonal and problem solving skills
• Ability to push, pull, lift, carry 20 pounds frequently, up to 30 pounds occasionally
• Ability to regularly work in a stationary position and on the computer
• Ability to work mainly in the office on the St. Paul campus; some hybrid work options available after initial onboarding.

Additional Requirements:

• Must be able to work regularly at a dedicated/assigned Extension office and must have reliable internet if/when working outside of the office.
• When not in the assigned office location, must be reachable with a mobile number at the employee's own expense.

Preferred Qualifications:

• Four or more years of related professional experience
• Prior experience working with diverse populations
• Excellent organization, prioritization, multiple task, creativity and filing systems skills
• Proven ability to make decisions in a timely manner
• Administrative experience in higher education, government or non-profit agencies
• Knowledge and understanding of financial policies and procedures
• More than three years of supervising an administrative team
• Prior experience working with confidential information
• Proven ability to work independently and with teams
• Knowledge of or experience with the 4-H Youth Development program.

About Extension

University of Minnesota Extension discovers science-based solutions, delivers practical education, and engages Minnesotans to build a better future. Find further information at www.extension.umn.edu.

Pay Range: $29-$37 an hour; depending on education/qualifications/experience

Time Appointment Category: 100% Appointment (40 hours/week)

Position Type: Civil-Service

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 on the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position. Please attach the following required application materials:

• Cover letter
• Resume - Your resume must include all your education and experience as it relates to the required qualifications. The initial HR screening process focuses primarily on the resume.

Names and contact information for three professional references will be required during the interview process.

Additional documents may be attached after the application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. See full application instructions.

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

For questions about the position, contact:

Becky Harrington, Director of Operations and Systems, willi107@umn.edu.

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).